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Administration and Events Coordinator – Full Time

Administration and Events Coordinator – Full Time

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An exciting opportunity has arisen for someone to join our Wildlife Warriors team in a Full Time Capacity as an Administration and Events Coordinator!

Australia Zoo is an equal opportunity employer, where we recognise the diversity of our workforce and community – be it on the basis of gender, age, race, sexual orientation, or religious belief. We provide specific workplace programs to support diversity and equal employment opportunities for women, people with disabilities and all cultural backgrounds.

The Administration and Events Coordinator is the first point of contact for Australia Zoo Wildlife Warriors, dealing directly with people connecting to the charity via email, phone as well as face-to-face with visitors to the Australia Zoo Wildlife Hospital. This highly varied role will require you to utilise a range of skills such as fundraising, customer service, event organisation and not-for-profit administration. A key facet of this role is managing all front-line duties of the “Sneak Peek” tour desk, the retail area, gallery and conference centre.

This role is responsible for greeting guests, taking retail sales, providing factual information about the hospital and taking frequent tours through the Hospital. This position is also responsible for delivering Wildlife Warriors community fundraising events, ensuring they meet budget whilst adhering with brand, culture and ensuring there is a strong alignment with Wildlife Warriors strategic plans.

A successful candidate will have excellent organisational, oral and written communication and inter-personal skills, combined with an eye for detail. They will have the ability to deliver within set timeframes and work within a small team.

Key Duties Include –

  • Duties Providing FOH customer service at the “Sneak Peek” tour desk and public viewing gallery including sales, merchandising and promotional and informational signage.
  • Maintain the hospital’s tour schedule through communications with various Australia Zoo departments and the tour guides. Taking hospital tours as and when required.
  • First point communication with donors and supporters via phone and email.
  • General administration duties including but not limited to drafting letters on behalf of the organisation, scheduling meetings, preparing agendas, taking minutes in the office and at locations.
  • Organising business itineraries, travel arrangements, conferences, and meetings.
  • Compiling office policies and procedures in conjunction with Management.
  • Provide administration assistance to the AZWW Development Manager and AZWW team.
  • Input of information into Raiser’s Edge database.
  • Assisting with the setup and pack down of Conferences and meetings that take place in the facility.
  • Cash handling/EFTPOS transactions with the operation of computerised register.
  • Answering incoming calls and responding in a timely manner.
  • General cleaning of Tour Desk Area, Conference Room and Office Area.
  • Work collaboratively with other Australia Zoo departments and managers.
  • Oversee the operational aspects of key programs to ensure the delivery of high quality events and activities that meet budget and strengthen the Wildlife Warriors brand.
  • Delivery of Wildlife Warriors community fundraising events including:
    • Run on the Wild Side
    • Slavko Memorial Trivia Night
    • Australia Zoo Markets
  • Provide the Development Manager assistance in other major AZWW events such as the Steve Irwin Gala Dinner in Los Angeles and Brisbane.
  • Develop and execute program plans including project management of events, sponsors, stakeholders, communications plans and stewardship.
  • Oversee the operational aspects of the programs to ensure the delivery of high quality events and activities that meet budget and strengthen the Wildlife Warriors brand.
  • Ensure that donors of all levels experience high-quality interactions that foster long-term engagement and investment.

Essential Criteria –

  • Exceptional written and verbal communication skills.
  • An understanding of the not-for-profit sector.
  • Competent in Microsoft Office suite of programs, particularly high level of competency in Excel.
  • Self-motivated and able to work autonomously and as part of a team.
  • Well-developed organisational skills and the ability to handle multiple tasks.
  • Personable and approachable with excellent customer service skills.
  • Commitment to privacy and confidentiality.
  • Ability to work in a small team environment.
  • Exceptional attention to detail and problem solving skills.
  • A high level of interpersonal skills and the ability to negotiate and communicate effectively with staff and constituents at all levels.
  • Have an understanding of the Australia Zoo Wildlife Warriors Global Conservation Projects
  • 1+ years or more progressively responsible and successful experience as a non-profit fundraising, marketing, events or administration professional.
  • Demonstrated ability and experience coordinating fundraising events.
  • Proven track record of stakeholder and sponsorship management.
  • Demonstrated ability to liaise and negotiate with all levels of staff and people in a wide range of business and community settings
  • 7 day per week availability
  • Proof of Coronavirus vaccination (unless otherwise exempt)

Preferred Criteria –

  • An individual that has worked in organisations with multiple stakeholders, departments and layered approval processes.
  • Tertiary qualification in fundraising, communication, marketing or related discipline; or study undertaken within the Fundraising Institute Australia would be an advantage.

Apply for this job below. Applications to close 20th of August.

Here is a checklist of information you will need to have ready before you start to complete the employment application form:

  • Education history
  • Employment history
  • References
  • Any qualifications you may have e.g. First Aid
  • Any achievements you may like to tell us about
  • Your availability (what hours can you work)
  • A resume in .pdf or .doc format
  • Any other info that may support your application

Ready to Apply?