Scouts NSW is part of a worldwide Movement that is all about adventure, leadership, and purpose. For more than 115 years, we’ve helped young people build confidence, resilience, and real-world skills. Scouts NSW has a vision to be a vibrant, contemporary and growing Movement developing empowered and resilient youth across NSW. Our State Service Centre is the engine room behind the action, supporting over more than 11,000 youth and a further 3500 volunteers across NSW every day. From safety and systems to branding and training, our team helps deliver life-changing experiences for young people and we’re growing.

Job Summary

We are seeking a passionate and highly organised Event Support Coordinator to join our team. This role plays a key part in supporting the safe, effective, and engaging delivery of major and internal events across our organisation. You’ll act as a bridge between volunteer event teams and the State Service Centre, providing essential coordination and administrative support to ensure all events run smoothly, professionally, and in line with compliance requirements.

This is a great opportunity to bring your event management skills to a purpose-driven organisation that supports youth development and leadership across NSW.

Responsibilities and Duties

Administration and Support

Collaborate with internal teams and external partners to ensure effective event planning and delivery.

Support administrative tasks including budgeting, procurement, contracting, and preparation of event operation manuals and run sheets.

Conduct membership and compliance verifications for event participants to ensure safety and adherence to policy.

Lead post-event review processes, including the collection and analysis of feedback and preparation of evaluation reports.

Coordinate information for public relations, media, and marketing to support the effective promotion of Scouts NSW events.

Build and maintain strong relationships with both employed and volunteer stakeholders to align events with strategic objectives.

Ensure the state events calendar is accurate and up to date.

Track and report on event attendance, engagement metrics, and participant feedback.

Event Management and Logistics

Oversee the planning and execution of events across Scouts NSW, ensuring alignment with strategic, financial, safety, and risk priorities.

Provide operational support for major youth-focused events to ensure timely, budget-conscious, and high-quality delivery.

Lead the coordination and execution of State Service Centre events such as the AGM, State Conference, and award ceremonies.

Serve as the primary liaison between volunteer event teams and the State Service Centre to ensure seamless coordination.

Attend online meetings and travel to support events as required, including availability during evenings and weekends.

Liaise with venues, infrastructure suppliers, and AV providers to manage logistics and technical requirements.

Manage event registrations, logistics coordination, and stakeholder communications to support smooth event operations.

Identify and address event-related issues, developing practical solutions to mitigate risk and ensure successful outcomes.

Key Capabilities & Requirements

Qualification, Training & Experience

Tertiary qualification in Event Management or a related field.

Minimum 3 years’ experience in coordinating or managing events, preferably within the not-for-profit, youth services, or membership sectors.

Strong project and time management skills, with attention to detail and ability to handle competing priorities.

Excellent communication and stakeholder engagement abilities.

Confident working independently as well as collaboratively with internal and external teams.

Proactive and solutions-focused, with a calm approach under pressure.

Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).

Knowledge, Skills & Abilities

Current Working With Children Check (WWCC)

National Police Check (or willingness to obtain)

Valid Australian Driver’s Licence