Events Officer – Le4 – London

2 weeks ago

London, United Kingdom Australian High Commission Full time

**Contract**:Ongoing

**Full-Time**:36.75 hours per week

**Starting Salary**:£38,081-£41,483.00 per annum

**About the Department of Foreign Affairs and Trade (DFAT)**

The role of the Department of Foreign Affairs and Trade (DFAT) is to advance the interests of Australia and Australians internationally. This involves strengthening Australia’s security, enhancing Australia’s prosperity, delivering an effective and high quality overseas aid program and helping Australian travellers and Australians overseas.

The department provides foreign, trade and development policy advice to the Australian Government. DFAT also works with other Australian government agencies to drive coordination of Australia’s pursuit of global, regional and bilateral interests.

**About the Position**

Throughout the year, Australia House is host to a number of events held by the either Australian High Commission or other external organisations. The Events Officer is responsible for making strategic recommendations regarding events to the Events Decision Group chaired by the Deputy Head of Mission, the coordination and administration of events held at Australia House. The position is required to liaise with high-level internal and external stakeholders.

**The key responsibilities of the position include, but are not limited to**:

- Manage the delivery and end-to-end logistic activities of events; coordinating stakeholders, partners and target audiences; and overseeing event set up and completion.
- Act as the secretariat to the Events Decision Group and communicate outcomes from the Events Decision Group in accordance with the Australian Government Strategic objectives.
- Provide stakeholders with event costing and related data and undertake associated financial administration.
- As part of the Business Operations Team, liaise with colleagues regarding security, setup and facilities considerations of events.
- Manage events and room booking mailboxes, responding to event and booking enquires and raising tickets as needed and update online room booking system.
- Maintain an events and rooms calendar to provide greater oversight of events, allowing timeline planning and coordination with internal stakeholders.
- Communicate terms and conditions, secure bookings and payment, and resolve client queries.
- Liaise with function managers and event sponsors on all security aspects of events.
- Coordinate the work of the AHC’s porter staff to ensure room set and clear down for events is completed in accordance to client specifications.
- Maintain events inventory and identifying repairs and replacements as needed.
- Follow event delivery, collate and share feedback with the Events Decision Group.
- Undertake general administration/office management activities within the Business Operations Section as directed.
- Other ad-hoc duties as required.

**Qualifications/Experience**
- Experience in managing stakeholders and expectations
- Experience in event management and general hospitality
- Excellent written and verbal communication skills
- High level of organisation skills and ability to manage multiple projects simultaneously
- Ability to work collegiately and flexibly as part of a small team to deliver high quality results.
- Experience in full Microsoft Office Suite, particularly Excel.

**SELECTION CRITERIA**

The word limit is strictly **250 words per response**. The panel will not assess responses that exceed the word limit.

A. Experience in event management from initial planning through to completion, including guest lists, invitation design, event schedules, orders, staff coordination and overall guest experience.

B. Excellent customer service and communication skills, taking the time to investigate and understand requirements in order to efficiently communicate with and manage stakeholders and their potentially challenging range of expectations and demands.

C. Ability to take initiative, set priorities and organise work effectively and efficiently, completing projects and assignments with limited supervision

D. Proven ability to effectively manage multiple supplier relationships, including briefing suppliers on requirements, holding them to account professionally and courteously and ensuring standards of delivery are met and reflect value for money.

E. A strong team player who is prepared to take on routine and administrative tasks with a strong attention to detail and has proven experience confidently working with the full Microsoft Office Suite, particularly Outlook and Excel.

The Australian High Commission, London is seeking a highly talented and motivated individual to undertake the coordination and administration of events held at Australia House.

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