Conference, Events & Administration Coordinator

The Conference Events and Administration Manager is responsible for planning and executing a range of events including conferences in-person events online webinars and photo shoots ensuring all are professionally organized and align with HCAs brand values. This role will also support the marketing team with administrative duties such as invoice reconciliation vendor management booking arrangements and helping to organise internal communications plans. This position is ideal for a self-starter with exceptional organisational skills and experience managing event logistics from start to finish.

Responsibilities Include:

The role involves planning and executing a range of events from large conferences and webinars to smaller in-person gatherings while managing logistics such as venue selection vendor coordination and catering. You will work closely with the Content Manager and Head of Brand and Content to develop event-related materials and ensure consistency across channels. Additionally you will contribute to brainstorming sessions and assist with ad hoc marketing activities including content production and brand promotion initiatives along with:

• Maintain project timelines to ensure smooth planning and execution of events webinars and virtual engagements.
• Support the broader marketing team with ad hoc tasks such as coordinating content production assisting with photo and video shoots and contributing to brand promotion.
• Collaborate with the Content Manager and Head of Brand and Content to develop consistent event-related materials across channels.
• Handle administrative tasks including budget tracking invoice reconciliation bookings and vendor management.
• Support marketing data organization performance reporting and alignment of event objectives with overall marketing strategies.

Qualifications :

• Bachelors degree in Event Management Marketing Business or a related field.
• 2 years of experience in event planning and management preferably within a marketing or corporate environment.
• Proven ability to coordinate both in-person and virtual events from conception through execution.
• Strong project management skills with the ability to juggle multiple tasks and meet tight deadlines.
• Excellent communication skills with experience working cross-functionally in a fast-paced environment.
• Proficiency in Microsoft Office Suite and familiarity with event planning software or webinar platforms (e.g. Microsoft Teams).
• Highly organized with a keen attention to detail and the ability to manage budgets and timelines effectively.
• Experience in administration and vendor management with the ability to handle invoicing booking and reconciliation tasks.

Additional Information :

Our culture and benefits:     

We work together as a team we never forget that were people-focused and we respect relationships with each other.  With HCA youll be rewarded with:

• A fabulous discount on BUPA Private health Insurance 7%! 
• Enjoy flexible hybrid working conditions that empower work-life balance
• Access to extra leave with a day off for your birthday plus a rewards and benefits platform
• Salary Packaging - novated leasing available with Smart group 
• Be part of a well-respected Australian based organisation of more than 3000 employees!
• Benefit from ongoing training and support with access to an education allowance to nurture your skills and career

At HCA we are committed to embracing diversity and committed to providing a safe working environment.   Veterans are encouraged to apply!
To learn more about HCA: