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Senior Coordinator Events and CeremoniesPublic Programs

Commemoration and Visitor Engagement Section

Employment Type: Fulltime – Ongoing

Classification: APS 6

Position Number: 60001627

Reports to: Senior Manager Events and Ceremonies – EL2

Direct Reports:

Security Clearance: Negative Vetting 1

The Australian War Memorial

The Australian War Memorial combines a shrine, a world-class museum, and an extensive archive. The Memorial's purpose is to commemorate the sacrifice of those Australians who have died in war. Its mission is to assist Australians to remember, interpret and understand the Australian experience of war and its enduring impact on Australian society.

Section overviewThe Commemoration and Visitor Engagement (CVE) section is responsible for the front of house experience at the Australian War Memorial. The section delivers the Memorial’s visitor experience across commemorative, interpretive, and visitor service platforms 364 days a year and is made up of four teams:

Visitor Services Education Events & Ceremonies Last Post Ceremony

Team overviewThere are twelve positions in the Events and Ceremonies team. The annual program delivered by the team includes:

Three major national ceremonies Approximately 70 commemorative ceremonies Approximately 10 visits for Heads of State or Head of Government Approximately 250 VIP visits per year Delivery of corporate events and launches

Who are we looking for?To be successful in this role you will need to have a strong work ethic with the commitment, personal drive, and tenacity to succeed in a fast paced delivery environment. Excellent administration skills with a strong attention to detail are essential, together with proven high level event and/or project management experience and negotiation skills.

May 2019

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Working under limited direction, the Senior Events and Ceremonies Coordinator will be required to prioritise and manage multiple projects and competing priorities simultaneously, whilst providing support to existing team members. You will have the proven ability to provide specialist technical advice and event planning and delivery of high quality ceremonial and event projects.

Additional notes: There are no media or marketing aspects to this positionThis role is required to work outside core business hours and on weekends and public holidaysThere is a requirement for working outdoors and to undertake manual handlingThis position may be required to obtain and maintain a Designated Security AssessmentA written task may be included in the interview process An order of merit may be established to fill similar positions within the next 12 months.

Core Responsibilities

Under limited direction and working within established frameworks, coordinate and oversee the implementation of allocated events and ceremonies.

Establish and maintain productive working relationships with both internal and external stakeholders, contractors and third party agencies. Provide clear and concise guidance relating to ceremonial formats, protocols, and technical and production specifications as required.

Regular reporting and coordination with team managers to support the achievement of team outcomes.

Prepare high level documentation and records management relevant to the delivery of events and ceremonies.

Ongoing development and implementation of operational documentation, contracts, procedures and policies.

Actively participate and contribute to team and section meetings, prioritising work, sharing information and ideas, and undertaking joint planning, problem solving and service initiatives development.

Assist team members and/or oversee work tasks and activities.

Represent the Memorial at meetings and various forums as required and manage client and stakeholder expectations.

Undertake manual handling tasks on a wide range of projects including but not limited to electrical and audio equipment, bollards, barriers and other items used for events and ceremonies.

Selection Criteria

1. Proven experience in high level event and/or project management. Qualifications in event management would be well regarded.

2. Highly developed administration skills with a strong attention to detail and the demonstrated ability to prepare high level compliance and/or briefing documentation ideally in an event environment.

3. Sound judgement and the demonstrated ability to work independently on multiple projects simultaneously, whilst assisting staff on their assigned projects.

May 2019

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4. Demonstrated experience in procurement, contract management, WHS and event logistical requirements.

5. Highly developed representational and interpersonal communication skills including proven experience in maintaining effective internal and external business relationships.

6. Demonstrated ability to work productively and harmoniously in a team environment, both on individual projects and in collaboration with others.

7. Willingness and ability to work outside core business hours and on weekends and public holidays as required.

8. Physical ability to perform safe manual handling techniques and move a variety of items as required.

May 2019