Life Sciences WA is the peak body for the life sciences in Western Australia.

If you are passionate about event planning, fostering collaboration, driving growth, and promoting innovation within the life sciences industry, this position offers an exciting opportunity to make a significant impact.

The Events and Administration Assistant plays a dual role that supports both the smooth execution of events and the efficient administration of office operations. This position requires an individual with strong organisational, communication, and multitasking skills. You will be responsible for coordinating events from conception to completion while also providing some marketing/administrative support.

We are looking for a part-time person (0.5 FTE) to work with us and the contract term will one year with the possibly of extension. Salary will be pro-rata based on the annual salary for the part-time position (35K). You will need to be able to meet in person with the Manager of Marketing and Stakeholder Engagement, so we are only looking for a person in Perth, but you can work from home.

The responsibilities of this role include:

Event Coordination:

Plan, coordinate, and execute various events, including conferences, workshops, webinars, networking sessions, and corporate functions.

Handle day-to-day administration of events and programs, including order placements, vendor monitoring, travel planning, restaurant reservations, attendee participation, registration counts, RSVP tracking, and issues resolution, AV, digital needs, catering.

In conjunction the Manager of Marketing and Stakeholder Engagement assist with event promotion, including the distribution of marketing materials (e.g., emails, flyers).

Manage event registration and attendee lists, including coordinating invitations and confirmations.

Handle on-site event coordination, ensuring everything runs smoothly on the day of the event.

Track event budgets and expenses, ensuring events are organised within budget.

Prepare post-event reports and evaluations to assess the success and identify areas for improvement.

Capture event photography in the absence of a designated photographer.

Administration Support:

Maintain and organise electronic filing systems and budgets.

Assist with document preparation, presentations, and general office management.

Assist with the preparation and editing of reports, meeting agendas, and presentations.

Office Operations:

Support the team in handling special projects as required.

Maintain good communication with all departments to ensure seamless coordination of administrative and event-related activities.

Manage the public inbox and ensure that inquiries are promptly directed to the relevant team members.

Marketing and Promotion:

Assist in providing copy and materials for promotional use to support events and initiatives across various communication channels, including social media, newsletters, and email marketing.

Researching and gathering content for website updates – grants and jobs board.

If you'd like to help grow a purpose driven organisation, please apply!

Please submit your CV and a short statement demonstrating your previous experience and ability to perform the role's responsibilities by the 5 of May. If you have any questions, please contact Tobias Schoep at [email protected] or on 0469 176 835 after the 22 April.

We are seeking candidates with at least 1 -2 years relevant experience. Some skills and experience we would like you to have:

Proven experience in event planning or event coordination in a corporate environment 1-2 years.

Strong organisational skills and attention to detail.

Ability to manage multiple tasks and projects simultaneously.

Excellent written and verbal communication skills.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).

Experience with WordPress is preferred.

Experience with event management software (e.g., Eventbrite, Humantix) is a plus.

Ability to work independently and as part of a team.

Strong problem-solving skills and adaptability to changing priorities.

Discretion and ability to maintain confidentiality.

Ability to handle multiple stakeholders and manage competing deadlines.