Conference Coordinator

Support the delivery of a large-scale international conference, driving coordination across key workstreams from planning through to close-out.

Our client is a Canberra-based national peak body that brings together member organisations, practitioners and the broader community around a shared purpose.

Working with member organisations in every state and territory, the organisation advocates for better access to services and brings its sector together through a national program of conferences, events and educational activities.

Events are a core part of how it connects with members, stakeholders and decision-makers.

The Opportunity

The organisation is hosting a large-scale, multi-day international conference and is seeking a Conference Coordinator to support its delivery on an 8-month fixed-term contract.

You will join an established events team, working alongside senior event staff from planning through to on-site delivery and post-event close-out.

Beyond the conference, you will coordinate a program of stakeholder events and contribute to early planning for future conferences.

You’ll have the chance to:

• See a major conference through planning, delivery and close-out within the life of the contract
• Own distinct workstreams, including pre-conference workshops, scholarships and poster presentations
• Build exhibition and sponsorship coordination experience on a conference of significant scale
• Act as the secretariat point of contact for conference committees and senior stakeholders
• Be Canberra-based, with remote working considered for the right candidate

The Role

This is a hands-on coordination role spanning conference logistics, program elements and stakeholder events.

You’ll be:

• Supporting the events leadership team across all aspects of conference planning, delivery and post-event close-out
• Coordinating pre-conference workshops, including venue, speaker and participant logistics
• Administering conference scholarship programs, from applications and communications through to recipient support
• Supporting exhibition planning and coordinate the delivery of sponsorship entitlements
• Managing poster displays, including presentation scheduling and display requirements
• Helping plan and deliver social functions, including the welcome reception and conference dinner
• Arranging travel and accommodation for speakers, committee members, staff and approved participants
• Coordinating transport, freight and delivery of conference materials and equipment
• Providing secretariat support to conference committees, including meeting coordination, agendas, minutes and action tracking
• Coordinating stakeholder events end to end, including venue liaison, communications, catering and registrations
• Contributing to planning for the organisation’s future conferences and educational activities

The Ideal Person

You will have three or more years’ experience in conference and event coordination, particularly in the delivery of large-scale conferences.

You will bring the following skills and experience:

• Strong organisational skills and the initiative to proactively manage your areas of conference delivery
• Well-developed written and verbal communication skills
• High attention to detail and the ability to manage multiple priorities at once
• Proficiency in Microsoft Office, including SharePoint, Word, Excel, PowerPoint and Outlook
• The ability to work independently and collaboratively within a team
• Willingness to travel and work outside standard business hours during event delivery periods

It’s also desirable if you have:

• Knowledge of exhibition and sponsorship management, including exhibitor and sponsor liaison and fulfilment
• Experience in an association, membership-based organisation, peak body or not-for-profit

Salary / Rate

• $95k – $100k + Super
• 8-month non-ongoing contract
• Canberra-based, with remote working considered for the right candidate
• Interstate travel and some work outside standard hours are required during event delivery