Role Type: Part-Time EA (15–20 hours per week)
Additional Support: Casual Operations Staff (event-based)
Reports To: Managing Director
Location: Remote + On-site at events as required
Role Overview
The EA & Event Coordinator provides high-level administrative, operational, and event support across the organisation. This role merges executive assistance with event coordination, ensuring smooth onboarding processes, strong operational organisation, and delivery of competitor administration and communications.
The EA will look after the day-to-day organisational operations – maintaining systems, managing documentation, supporting the leadership team, and coordinating essential event administration leading up to and during the events throughout the year.
Key Responsibilities
1. Executive Support & Administration
- Manage contractor and employee onboarding, including DocuSign workflows and documentation templates.
- Liaise directly with the Director on contracts, compliance, and organisational requirements.
- Maintain and organise all key business documentation, including insurance files, risk registers, policies, and operational templates.
- Provide general EA support including meeting coordination, document preparation, and administrative task management.
2. Competitor Registration & Communications
- Manage competitor registrations
- Serve as the primary point of contact for competitor enquiries.
- Develop and send competitor information packs, timelines, instructions, and event updates.
- Maintain registration spreadsheets and status updates to ensure accuracy leading into event delivery.
3. Event Administration & Coordination
- Manage all administrative components of event delivery, including participant lists, tracking documents, briefing files, and operational checklists.
- Coordinate logistics with other event partners.
- Oversee information flow to casual operations staff, judges, suppliers, and key contacts.
- Support site coordination tasks (depending on availability and event needs).
4. Coordination of Casual Operations Staff
- Assist with the coordination, onboarding, and communication of casual staff for event delivery and team growth.
- Ensure all casual staff receive the correct documentation, induction materials, and event briefs.
Skills & Experience
Essential:
- Strong organisational and administrative skills
- Experience in EA, admin, operations, or event coordination roles
- High attention to detail and ability to manage documentation systems
- Strong written and verbal communication
- Ability to manage multiple moving parts and meet deadlines
- Proficiency with Google Workspace (Drive, Docs, Sheets, Forms) & Xero.
- Ability to work autonomously and proactively
Please email your interest, experience and why you are the best fit for this role to: veterangames@VSF.org.au
