Events Operations Coordinator, Short-Term Contract

• Part – time, 3 days per week (Monday, Tuesday, and Friday)
• Salary Package $78,810 p.a (Base Salary $71,000 + super); pro-rata, 3 days per week Salary Package $47,286 (Base Salary $42,600 + super)
• Fixed – term employment contract ending December 2024
• Venues Team
• Reports to the Venue Operations Manager

The Museum of Contemporary Art Australia (MCA) is Australia’s only public museum dedicated to contemporary art. 

The MCA presents, collects and engages with the art of now.

Guided by the principles of belonging, connection and influence, we aim to be the defining platform for contemporary art and ideas in Australia and beyond.

Located on Sydney Harbour at Tallawoladah, a home to stories, art and culture for over 65,000 years, the MCA contributes to the continuity of culture on our site. 

We connect the widest possible public to contemporary art through our Collection, exhibitions, events, creative learning and access programs.

Our evolving Collection of over 4,500 artworks is the only public collection in Australia dedicated to the work of living artists, with over a third represented by Aboriginal and Torres Strait Islander artists.

As an independent, not-for-profit organisation, the MCA raises over 80% of its revenue each year through donations and commercial activities to deliver its artistic and engagement programs.

Located at the edge of Sydney Harbour at one of the world’s most spectacular waterfronts, the Museum of Contemporary Art Australia (MCA) offers a range of distinct spaces for events of all occasions.

Hosting an event at the MCA helps us sustain our exhibitions, programs, and community outreach initiatives that connect people to contemporary art in Australia and the world.

For more information on our Venues, please visit the website.

This is a temporary contract opportunity to work within the MCA’s Venues Team. Reporting to the Venue Operations Manager this position will be responsible for providing general administrative support, inputting event details into the events booking system, and assisting with the generation of event floor plans & run sheets. The Event Operations Coordinator will play a crucial role in ensuring the seamless execution of events within the MCA venues by liaising directly with clients, suppliers and internal stakeholders. 

The role ensures that client and vendor needs are met, while representing the MCA to the highest standard & ensuring MCA policies and procedures are adhered to. The role necessitates strong organisational and communication skills, as well as the proven ability to work on multiple projects simultaneously.

• Provide general administrative support to the Venue Operations Manager.
• Assist the Venue Operations Manager in all duties including scheduling, organising and documenting meetings, client calls, overseeing events, supporting with rostering and payroll and liaising with colleagues from other divisions.
• Communicate effectively with clients to understand their event requirements and preferences.
• Liaise with multiple external vendors. 
• Generate detailed event run sheets outlining all necessary tasks and timelines.
• Input event details accurately into the events booking system to ensure all client requirements are communicated to the MCA Event Supervisor team to facilitate smooth delivery of events.
• Liaise directly with various suppliers and internal stakeholders to coordinate event logistics.
• Ensure all aspects of event planning and execution align with our venue's standards and policies.
• Assist in resolving any issues or challenges that arise during events, ensuring client and guest satisfaction.
• Assist with rostering internal and external staffing requirements.
• Assist in processing weekly timesheets for rostered staff and process POs. 
• Manage information relevant to the Venues Team, establish and maintain clear and workable systems for all events.
• Support the Sales Team and Event Manager as required. 
• Take minutes at meetings.
• Track and document event feedback.
• Other administrative tasks requested by Divisional colleagues, as approved by the Venue Operations Manager.

Essential criteria

• Min 2+ previous experience in event coordination/client-facing role or administrative support roles.
• Excellent organisational skills with the ability to manage multiple tasks simultaneously.
• Strong communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite.
• Ability to work effectively both independently and as part of a team.
• Detail-oriented with a proactive approach to problem-solving.
• Customer-focused mindset with a commitment to delivering exceptional service.
• Understanding of effective knowledge management, administrative systems, filing and record keeping, and willingness to learn more.
• Sound judgement, ability to exercise initiative, tact and discretion in dealing with sensitive and confidential matters. 

Desirable criteria

• Experience with Ungerboeck or other event booking systems is desirable.
• Experience using Visio and/or Event Draw.
• Experience using Canva.

General requirements of all MCA employees

We require that all our employees: 

• demonstrate support for innovation and for organisational changes required to ensure the MCA accomplishes its strategic aim and objectives
• work cooperatively with others to produce innovative solutions and recognise the merits of diverse perspectives and the ideas of others
• demonstrate commitment to, and knowledge of, the principles and application of equal employment opportunities and anti-discrimination legislation in the workplace 
• work in accordance with the principles of equity, access and fairness; respect and follow Safety work practices and procedures; work with due care and consideration to safeguard your own health and safety and the health and safety of others. 

This is a short-term, part-time contract for approximately 6-8 months ending in December 2024. The length of contract depends on the commencement date. The role is available now.  

This role will work 3 days per week; regular working days will be Monday, Tuesday and Friday 9am – 5:30pm. Some work out of normal hours (9am–5.30pm) may be required to cover the MCA’s events with TOIL or adjusted hours available. 

Salary package includes:

• annual leave: 4 weeks pro-rata (3 days per week)
• personal leave: 10 days pro-rata (3 days per week)
• superannuation: 11% super payments (in accordance with the Superannuation Guarantee (Administration) Act 1992). 

Benefits of working with the MCA include but are not limited to the below, as per the MCA's Policies and Procedures

• Flexible Working Arrangements 
• Employee Assistance Program
• Paid Parental Leave (Primary and secondary caregivers, adoption, and foster parents)
• Time Off In Lieu (TOIL)
• Study Leave
• Additional accruals to Long Service Leave
• Free Entry to Paid Exhibitions
• Museum Day (Additional Public Holiday)
• Birthday Day Off (Additional day of Paid Leave)
• January 26 (Flexible Public Holiday)
• Free Flu Vaccination Program
• Exhibition Pre-Views (Curatorial Walkthroughs)

We are asking you to submit a letter expressing your interest and outlining your suitability for the role alongside your CV. Please email the expression of interest to ***************@mca.com.au. 

If you have any questions about this opportunity, please do not hesitate to contact us on the above email address.  

Closing date

Thursday 4 April, 9am. 

The MCA encourages applications from Aboriginal and Torres Strait Islander people, people with disability, and people from diverse cultures. The MCA acknowledges the enormous contribution Aboriginal and Torres Strait Islander artists, staff, educators, arts professionals, and guests have made to the fabric of the museum since its inception. Contemporary Aboriginal and Torres Strait Islander art practice has long been central to MCA collection and exhibition programs. 

The MCA is committed to equal opportunity and diversity. The MCA promotes a work environment that is free from discrimination and harassment, and where individuals are treated with fairness, equality, and dignity. Find out more about the MCA.