Position Vacant: Events Coordinator (6-month contract)
- Australia’s largest national organisation supporting people with eating disorders and body image concerns
- Rewarding, dynamic and innovating role in a well-established not-for-profit
- Supported by passionate and committed colleagues
- Based in Melbourne, flexible working – mix of home and office
- Generous salary packaging options
- 0.8 FTE / 4 days a week, 6-month fixed term contract
Are You Ready to Help Make a Change?
Butterfly Foundation is Australia’s national charity for eating disorders and body image issues, providing a voice for those affected and the people who care for them. Eating disorders are severe and complex mental illnesses with physical complications, and the medical, psychological, physical and social consequences can be long term and for many, life threatening.
Butterfly advocates for improved services from government, health and mental health organisations, and the eating disorder sector, raising awareness in the media and via community engagement. Butterfly runs Australia’s only national Eating Disorders Helpline, seven days a week; evidence-based clinical treatment and support programs; and delivers prevention initiatives in schools and the community to combat negative body image issues.
About the Role
The Events Coordinator will report to Butterfly’s Community Fundraising and Events Manager (located in Melbourne) and will work closely with other members of the Butterfly team, including our Communications & Engagement and Prevention Services teams.
The role is responsible for the management and successful execution of Butterfly’s exciting new gala event in Melbourne in March 2025.
The successful candidate will have excellent interpersonal skills, exceptional attention to detail, and importantly impeccable project management skills. This is a fast-paced and dynamic role, requiring flexibility and adaptability to successfully manage this exciting fundraising event for Butterfly.
Accountabilities and Responsibilities
- Plan and coordinate all aspects of our event, including timelines, budgeting, ticketing/RSVP’s, invitations, venue management, logistics, catering, audiovisual equipment and run sheets etc.
- Assist with development of the event concept, themes, and timelines in collaboration with the Butterfly team and stakeholders.
- Negotiate contracts with vendors, suppliers, and service providers to ensure cost-effective and high-quality event delivery.
- Manage event budgets, tracking expenses, and making recommendations for cost savings without compromising quality.
- Coordinate with internal teams at Butterfly, including Fundraising, Communications and Prevention Services teams.
- Oversee event setup/build and bump out, ensuring that all materials, equipment, and signage are properly installed and removed/stored post event.
- Update and maintain records in our fundraising CRM.
- Assist with securing and managing relationships with event sponsors, consultants, and third-party suppliers.
- Management of event entertainment, MC, speakers, talent involved in the event.
- Management of a live and silent auctions, as well as raffles to assist with fundraising.
- Work closely with event staff, including volunteers and contractors, to ensure smooth execution of event.
- Monitor and evaluate event performance, collecting feedback from attendees and stakeholders, and making recommendations for future improvements for the event the next year.
- Ensure that all required licences, permits and any other legal requirements/authorisations are obtained prior to any event.
- Regular meetings with the Community Fundraising and Events Manager to provide event planning/management updates.
- General administrative tasks as required.
Essential:
- At least 3 years proven experience in planning and organising successful events.
- Knowledge of event planning best practices and industry trends.
- Strong portfolio of past events and positive testimonials from clients or stakeholders.
- Strong organisational and project management skills with the ability to multitask and prioritise effectively.
- Excellent interpersonal and communication skills, both written and verbal, with the ability to build and maintain relationships with clients, vendors, and team members.
- Attention to detail in all aspects of event planning and execution.
- Creative problem-solving skills and the ability to think on your feet to resolve issues that arise during events.
- Proficiency in event management software and tools i.e. Eventbrite, as well as Microsoft Office, Excel and PowerPoint.
- Strong negotiation and contract management skills to secure cost-effective and high-quality services to maximise fundraising.
- Ability to work under pressure and meet tight deadlines without compromising quality.
- Flexibility and adaptability to handle changes in event plans and requirements.
- Strong budgeting and financial management skills, with the ability to develop and maintain event budgets.
- Leadership skills to effectively manage event staff and volunteers to ensure smooth operation of events in conjunction with the Community Fundraising and Events Manager.
Download the full position description
To Apply
All applicants should supply a cover letter and resume. Please address the selection criteria as detailed in the Position Description in a separate cover letter.
We welcome applications from people with lived experience of eating disorders and/or other mental health conditions, and their family members/carers.
Applications can also be submitted by email to Human Resources at hr@butterfly.org.au with the Subject Title: Events Coordinator
Closing Date: Sunday the 29th September, please note that if we receive a high level of applications, the vacancy may close earlier than stated. Therefore, we would encourage you to submit your application as soon as possible.
Enquiries
For enquiries about this position, please email hr@butterfly.org.au
