Event & Program Coordinator

Website Helpmann Academy

POSITION DESCRIPTION: Event & Program Coordinator 

Applicants from culturally diverse and First Nations backgrounds are strongly encouraged to apply. 

OVERVIEWWe have an exciting opportunity for an experienced Event & Program Coordinator to join our passionate and driven team. A newly developed position, the Event & Program Coordinator provides support across the Helpmann Academy team in a collaborative way to assist with the delivery with a wide range of stakeholder programs and events.

ABOUT US The Helpmann Academy is the only organisation of its kind in Australia. We empower South Australia’s most promising emerging creatives to realise their visions and build sustainable practices. We provide professional development opportunities including grants and awards, fellowships, mentorships, masterclasses and workshops, advisory services and artist residencies, all tailored specifically for South Australia’s higher education students, graduates and emerging artists.

The Helpmann Academy is a unique collaborative partnership, unifying the skills and resources of the state’s universities. Since 1994 the Helpmann Academy has been supporting emerging creatives, promoting South Australia as a centre for excellence in creative education, and contributing to the artistic community of the state.

RESPONSIBLE TO:  Program Manager

TERMS: 2-3 days per week (between Monday and Thursday). Out-of-hours work (evenings/weekends) will be required. Salary is $60,000 + superannuation.

As Helpmann Academy is subject to funding agreements, this position is offered on a 12-month fixed term contract basis, commencing January 2025, subject to a six-month probation period.

RESPONSIBILITIES/ACCOUNTABILITIES 

Events:

  • Coordinate the delivery of Helpmann Academy’s events and functions including stakeholder engagement events and annual programs
  • Maintain effective and up-to-date filing, record keeping and archiving systems
  • Building and management of ticketing platforms for key events including management of RSVPs
  • Liaise with externals and partners to book venues and AV as required for events
  • Coordinate event catering, liquor licence, serving of alcohol, alcohol stocks and glassware
  • Coordinate set up and pack down of events
  • Liaise with staff to create event Run Sheets
  • Book talent, photographer, furniture for events while maintaining up to date supplier records
  • Liaise with booking and supporting event speakers, guests and presenters
  • Support the delivery of Helpmann Academy’s events and functions including stakeholder engagement events and annual programs, as required
  • Other tasks as required

Program:

  • Assist Program Manager in program administration
  • Surveying guests post event / program attendance

OUR IDEAL CANDIDATE WILL HAVE

  • Relevant tertiary qualifications (Event Management, Contemporary Art)
  • Experience in event coordination
  • High level of proficiency in Microsoft software including Word, Excel, PowerPoint and Outlook
  • Able to multi-task and work independently in a hands-on work environment
  • Ability to collaborate with the team and a wide range of stakeholders
  • Effective organisational and time management skills
  • Excellent verbal and written communications skills
  • Displays a high level of attention to detail with a proactive mind-set
  • Experience working in a busy office environment
  • Legal right to work without restrictions
  • Current drivers licence

PERSONAL ATTRIBUTES 

  • Positive outlook and willingness to assist others
  • Ability to integrate quickly into a dynamic team environment
  • Warm and friendly manner
  • Courteous and efficient dealings with a varied range of stakeholders
  • Interest and passion for the arts

KEY SELECTION CRITERIA

  • Outline experience in event coordination
  • Outline organisational and time management skills
  • Demonstrated ability to collaborate with the team and a wide range of stakeholders
  • Demonstrated ability to multi-task and work independently in a hands-on work environment

APPLICATIONS SHOULD INCLUDE 

  • A cover letter outlining why you are the right candidate for this role
  • A response to each of the Key Selection Criteria
  • A current CV

APPLICATION PROCESS 

  • Please address your application to Jane MacFarlane, CEO, Helpmann Academy
  • Applications must be submitted via our website here using the online application form
  • Applications via SEEK or emailed directly will not be considered
  • Applications close Monday 18 November 2024 at 9:00am

For further information please contact Debbie Pryor, Program Manager 08 0789 0720 or [email protected]

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