Job Description

Administration Coordinator - Conference & Events

ASHM is a not-for-profit organisation seeking an organised Administration Coordinator to support the delivery of high-quality healthcare conferences and events across Australia and internationally. This role sits within a collaborative, fast-paced team delivering impactful healthcare conferences and events.

About You

You are a dedicated, self-motivated, and process-driven professional who thrives under pressure, manages competing priorities, and works effectively both independently and as part of a team.

We’re looking for someone who:

• Has a strong customer service mindset
• Thrives in a fast-paced environment
• Is high producing and output-driven
• Is efficient, organised, and detail-oriented
• Can juggle multiple priorities with ease
• Demonstrates ownership, initiative, and accountability

You are adaptable, detail-oriented, and able to communicate clearly with a wide range of stakeholders. You enjoy maintaining systems, solving operational challenges, and supporting teams to deliver high-quality outcomes.

Location Sydney, NSW

Employment status: Full-time Fixed-term (12 months contract with possibility of extension)

Salary 65,000 to 70,000 + super + salary packaging.

Salary based on skills and experience.

About ASHM Health

ASHM is a peak professional body representing healthcare professionals working in HIV, BBVs, and sexual and reproductive health. We partner without prejudice, working collaboratively to develop workforce capacity and strengthen health systems to uphold the dignity and rights of people facing stigma and barriers to care.

About ASHM Conference & Events

For over 20 years, our award-winning team has delivered impactful healthcare events across Australia and internationally, including conferences, exhibitions, seminars, and workshops. We specialise in end-to-end event management, supporting everything from program design and abstract management to logistics and registration. With a strong focus on the health and science sectors, we create professional, engaging, and inclusive events that connect healthcare professionals, researchers, and community workers.

We’re a collaborative and supportive team that thrives on working together. While our work can be fast-paced and deadline-driven, we believe in having fun along the way. We’ve built a culture where people look out for each other, pitch in when it counts, and celebrate our wins—big and small.

Benefits of working at ASHM Health

• Competitive not-for-profit benefits including salary packaging, novated leasing, and FBT concessions
• Extra leave two additional paid days off over the December holiday period
• Flexibility hybrid work model (2 days in office, 3 days work from home)
• Parental leave and an Employee Assistance Program supporting balance and wellbeing
• Purpose-driven culture we value ethics, integrity, and social impact in everything we do

Key Responsibilities:

• Provide high-quality logistical and administrative support for conferences and daily operations.
• Manage travel bookings office admin tasks with efficiency and attention to detail.
• Ensure clear, proactive communication with team members sharing updates and escalating issues as needed.
• Prioritise and manage multiple tasks and deadlines in a fast-paced environment.
• Contribute to special projects, aligning with divisional goals and delivering high-quality outcomes.
• Maintain and update systems (e.g. EventsAir, Outlook, ClickUp) for event registration and coordination.
• Assist with event documentation, logistics, and onsite support.
• Handle financial admin, including refunds, expense reconciliation, and budget tracking.
• Keep procedures, templates, and resources up to date for consistency and accuracy.
• Respond to internal and external enquiries via phone and shared inboxes.
• Contribute to continuous improvement and divisional initiatives.

Qualifications and Experience:

• Tertiary qualification in Business Administration, Event Management, or Project Management is desirable; or with equivalent experience are encouraged to apply.
• Proven ability to manage logistics and administration across multiple projects, including travel coordination, stakeholder communication, and use of platforms like EventsAir, ClickUp, Asana, or Trello.
• Minimum 3 years' experience in administrative support, preferably within the not-for-profit, government, NGO, or industry association sectors.
• Familiarity with working alongside healthcare professionals or within the health/medical sector is highly regarded.

Skills and Abilities

• Strong customer service orientation with a keen attention to detail and the ability to thrive in a dynamic and fast-paced environment.
• Proficient in Microsoft Office and highly organised, with the ability to manage multiple tasks, deadlines and competing priorities.
• Excellent written and verbal communication skills, able to convey complex information clearly to different audiences.
• Excellent at planning and scheduling, adapting to changing circumstances while ensuring timely, high-quality delivery.
• Strong analytical and problem-solving skills, with a proactive approach to process improvement and the ability to interpret data and develop practical solutions.
• Exceptional attention to detail, ensuring error-free work and consistently high-quality output and ability to follow instructions accurately.
• Adept in conflict resolution, using tact and diplomacy to defuse tensions and maintain positive relationships.

Eligibility:

ASHM is unable to sponsor working or working-holiday visas for this position. Applications are open only to Australian citizens, permanent residents, or candidates with full, valid Australian work rights.

How to Apply:

Submit resume and cover letter addressing the selection criteria and alignment with ASHM’s values. Applications submitted via email will not be accepted.

ASHM Health is an equal employment opportunity employer

We celebrate diversity and are committed to creating an inclusive environment for all employees. We particularly encourage applications from Aboriginal and/or Torres Strait Islander peoples, individuals from culturally and linguistically diverse backgrounds, and people with disabilities.

At ASHM, we are committed to building a diverse and inclusive workplace that reflects the communities we serve. As a leading organisation representing health professionals in HIV, viral hepatitis, and sexual and reproductive health across Australia and New Zealand, we prioritise cultural safety and responsiveness in all we do. We are also dedicated to our Reconciliation journey. If you're interested in this role but feel your experience doesn't align perfectly with the job description, we encourage you to apply or reach out. You may be the right fit for this or other roles at ASHM.

At ASHM, we are dedicated to fostering an inclusive and equitable workplace as part of our Reconciliation Action Plan. During job application, we include an optional question on Aboriginal or Torres Strait Islander identity to support our inclusion goals. Your response is confidential and won’t impact your application.

ASHM Commitments

ASHM Health is a Child Safe organisation. Further information on our Child Protection Policy can be found here - https://knowledge.ashm.org.au/policies/child-protection-policy/

Candidates are required to abide by ASHM’s policies, including the code of conduct, child protection, prevention of sexual exploitation, abuse and harassment and fraud (PSEAH) and corruption management.

We take pride in the diversity of our people and encourage applications from individuals of all backgrounds, including Aboriginal and Torres Strait Islander peoples, people with disabilities, people from diverse cultural and linguistic backgrounds, LGBTQIA+ individuals, candidates of all ages, and individuals of any or no religious beliefs.

Pre-Employment Checks

Candidates will be required to complete pre-employment checks, including a Police check and counter-terrorism check.

Need Support?

If you require support during the recruitment process, please reach out to pc@ashm.org.au