We're Hiring! Administration and Events Coordinator

SUMMARY OF POSITION 

The Administration & Events Coordinator is a part-time role (3 days per week under flexible arrangements), based in Brisbane, QLD, with flexibility for hybrid working arrangements from home and from our Bowen Hills-located office. This role is a hands-on, generalist role for someone who thrives on variety, takes ownership of their work, and doesn't need to be told twice. This is not a junior administration role — we are looking for a switched-on, proactive professional who can juggle competing priorities, shift gears quickly, and deliver high-quality outcomes with minimal supervision. 

Working closely with the Operations Manager, this person will be the engine room of Aussie Athlete Fund's day-to-day operations — managing communications, coordinating events, maintaining databases, supporting sponsor deliverables, and keeping everything moving efficiently. If you're the kind of person who sees something that needs doing and just does it, this role is for you. 

ABOUT AUSSIE ATHLETE FUND 

Aussie Athlete Fund (AAF) is a fast-growing organisation dedicated to building a sustainable athlete economy in Australia. Founded by five time Olympian Natalie Cook, AAF develops programs, partnerships and events that create lasting financial and professional pathways for Australian athletes. 

This newly created role has been established in response to AAF's rapid growth and will work at the centre of the organisation's day-to-day operations. 

KEY RESPONSIBILITIES 

Administration  

• Manage day-to-day administrative tasks with minimal direction — take ownership and follow through 
• Maintain and update the AAF database, ensuring data integrity and accuracy at all times 
• Manage shared document and file structures, keeping systems organised and current 
• Draft, proofread and send professional correspondence and internal communications 
• Coordinate scheduling, meetings, agendas, minutes and follow-up actions for the Operations Manager 
• Act as a professional first point of contact for internal and external stakeholders, responding to enquiries promptly and accurately 
• Support the Operations Manager with project coordination, ensuring deadlines are met 
• Identify opportunities for continuous improvement in systems, processes and ways of working 
• Handle ad hoc tasks and projects as they arise  

Events Coordination 

• Assist end-to-end logistics for AAF events including the $1 Million Challenge, Awards nights, Elevate 20 Program events, sponsor activations, Board Meetings  
• Assist in developing event plans, timelines and run sheets to ensure smooth and on-brand delivery 
• Manage RSVPs, guest lists, registrations, venue communications, catering coordination and attendee follow-up 
• Liaise with venues, suppliers, vendors, speakers and contractors to secure services and coordinate event logistics 
• Prepare event briefing documents, signage requirements and event collateral, ensuring all materials align with AAF brand guidelines 
• Attend and support events on-site as required (may occasionally fall outside standard working days/hours) 
• Conduct post-event administration including feedback, reporting and reconciliation 

Marketing & Communications 

• Write, design and distribute regular eDM communications to stakeholders, sponsors and athletes 
• Manage eDM data integrations, list hygiene and audience segmentation 
• Create and schedule content for AAF social media platforms 
• Maintain and update the AAF website with current content 
• Assist in producing marketing collateral and presentations in line with the AAF style guide 
• Liaise with external graphic designers and PR partners to brief and deliver materials 

Program Support — $1 Million Challenge, Awards & Elevate 20 

• Assist with the distribution and management of nomination forms, criteria and athlete agreements 
• Assist with preparing nomination information and documentation for the Selection Committee 
• Coordinate athlete communications and program documentation in conjunction with the Athlete Programs and Educations Coordinator 
• Maintain WIP documentation and ensure all program milestones and reporting deadlines are tracked 

Sponsorship Support 

• Support the delivery of contracted partner benefits and activations as directed by the Operations Manager 
• Assist in maintaining accurate records of sponsorship deliverables and timelines 
• Assist in preparing sponsor reports, presentations and correspondence 

SELECTION CRITERIA 

Required 

• Minimum 3 years' experience in an administration, events, operations or communications role 
• Demonstrated ability to work autonomously and manage multiple priorities simultaneously — this is non-negotiable 
• Excellent written communication skills — you write clearly, correctly and professionally 
• Strong attention to detail; data accuracy is a point of pride, not an afterthought 
• Experience writing and distributing eDMs and managing email marketing platforms 
• Demonstrated experience in coordinating and delivering events end-to-end, including managing event timelines 
• Solid understanding of social media platforms and content scheduling 
• Proficiency in Microsoft Office Suite (particularly Word, PowerPoint, Excel) and SharePoint/One Drive 
• Experience with CRM or database systems; fast and accurate at data entry 
• Ability to work independently from home with strong self-motivation and discipline 
• Creative thinking and a solutions-focused approach to problem-solving 
• Based in Brisbane with ability to attend the Bowen Hills office one day per week 
• Working with Children Check (or willingness to obtain. Mandatory for commencing work) 
• Current driver's licence

Preferred 

• Experience working in sport, not-for-profit, events or sponsorship environments 
• Familiarity with eDM platforms such as Mailchimp or similar 
• Experience with website CMS platforms (e.g. WordPress, Squarespace) 
• Exposure to graphic design tools such as Canva or the Adobe suite 

Remuneration 

$90,000 per annum pro rata, inclusive of superannuation