Senior Venue And Events Coordinator

• Full-time, permanent position
• Finance, Corporate Services and Enterprises Department
• Reports to Venue and Events Team

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 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.

The Senior Venue and Events Coordinator supports the Venue & Events Team in the smooth and efficient operation of commercial and private venue hires, as well as the management of internal events. The role ensures the successful delivery of events that align with the Museum’s values and strategic vision.

The Venue and Events Coordinator collaborates with various Museum departments, including Corporate Partnerships, Philanthropy, the Leadership Team, Venues, Marketing, and the wider Engagement Team. 

This role requires a hands-on approach and involves some late-night attendance during busy periods. Essential skills include experience in event coordination, excellent communication and negotiation skills, and attention to detail.

General Responsibilities

1. Equity, Access, and Safety:

• respect WHS work practices and procedures
• safeguard personal health and safety and that of others
• uphold principles of equity, access, and fairness
• maintain and be proactive about MCA policies and procedures
• emphasize risk management in all activities
• identify potential risks and assist the Venue & Events Team in the development of risk management and contingency plans.
• participate in MCA’s WHS meetings and follow incident reporting procedures.

2. Collaboration and Communication:

• work closely with various departments to ensure smooth operations & event delivery
• communicate effectively and collaborate with all stakeholders to maintain clarity and efficiency
• provide excellent service to ensure venues and internal client satisfaction.

3. Operational Improvements:

• identify and implement operational improvements to enhance venues and Events business
• maintain and proactively implement MCA policies, especially those related to risk management and safety
• strive for excellence in all aspects of Venue and event management.

4. Staff Coordination:

• assist with rostering and training of MCA Event Supervisor team
• provide feedback on contract staff for cleaning, and event security to the Venue & Events Team management.

5. Supplier Compliance:

• ensure cleaning & event security comply with relevant legislation and MCA policies and communicate changes to requirements from time to time
• provide guidance to suppliers and contract staff on MCA Venue and health and safety requirements
• track feedback provided by the event supervisor team, clients, and other stakeholders 
• assist with end of month reporting.

6. Professional Development and Networking:

• attend industry events, trade shows, and networking functions to build relationships with potential clients, suppliers, and industry peers
• stay informed about industry trends and best practices in relationship management and event operations, applying this knowledge to improve MCA’s event services.

Venue Operations Responsibilities

1. Point of Contact for Venue Hires:

• serve as a key contact for venue hires, liaising with suppliers and client’s confirmation through to event delivery
• oversee the smooth delivery of events from planning to execution
• provide excellent client liaison and customer service to ensure all event requirements are met
• conduct site inspections and coordinate operations meetings with clients and suppliers
• create floor plans and other operational documents as required.

2. Day-of Event Delivery:

• communicate all event elements to the appropriate departments and stakeholders to ensure successful event delivery
• prepare detailed run sheets and event plans with the MCA Event Supervisor team
• ensure all required documentation (including Fire Isolation requests, Loading Dock forms, and Southern Door access requests) are shared with the relevant departments and stakeholders.

5. Team Collaboration and Support:

• offer support and backup to the Venues team members as needed, fostering a collaborative and supportive work environment
• work closely with other departments to manage signage, building access, and maintenance.

Internal Event Responsibilities

1. High-Quality Event Management:

• deliver high-quality, high-profile events across the organisation
• use events system to ensure key information is up-to-date and available for stakeholders
• coordinate event schedules from setup to teardown to ensure smooth operations
• provide clear event briefs to operational staff including hosts, event supervisors, security, cleaners, volunteers, and contractors
• address issues and unexpected challenges that arise calmly and efficiently with a focus on problem solving
• ensure staff, including volunteers are aware of policies and procedures, including incident management plans and escalation procedures.

2. Relationship & Stakeholder Management:

• work closely with various departments, including Marketing, Philanthropy, Corporate Partnerships, and Facilities, to ensure cohesive planning and execution of events
• collaborate with stakeholders to understand their goals and expectations
• support Corporate Partner clients with information on venue availability, from enquiry through to event completion
• guide stakeholders to ensure successful event flow and positive guest experiences.

4. Event Analysis:

• gather feedback from clients and stakeholders to assess event success
• analyse event outcomes and prepare post-event reports.

5. Event Communication:

• provide regular updates to the Manager on event progress and potential issues
• use events system for seamless sharing of event details internally
• provide clear event briefs to operational staff, including hosts, security, and contractors.

8. Supplier Management:

• build and maintain positive relationships with internal suppliers, including Catering & AV partners
• coordinate with vendors to ensure they meet requirements and deadlines.

Essential criteria

• 4 - 5 years’ relevant experience successfully coordinating large- and small-scale events preferably within the cultural industry with relevant event qualifications 
• proven outstanding customer service abilities 
• high level communications skills, both written and verbal, strong interpersonal and negotiation skills
• solid project management skills using well developed time management, planning and organisational skills with the ability to respond to changing priorities quickly
• experience using Microsoft Office and databases (Ungerboeck preferable)
• previous supervisory experience
• demonstrated ability to work cooperatively in a team environment

Desirable criteria

• experience working in the not-for-profit or cultural industry
• experience with AV production requirements and trouble shooting
• experience working with catering or restaurant management, security and function staff. 

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 full-time, permanent position. Work out of normal hours (9am–5.30pm) will be required to cover the MCA’s events and programs with TOIL available. 

Salary package includes:

• annual leave: 4 weeks 
• personal leave: 10 days 
• superannuation: 11.5% 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)

To finalise your application for this role please follow the directions below. 

Shortlisting for interviews will be based on applicants meeting the essential criteria listed in the position description. 

Please share with us the following documents as part of your application: 

• cover letter 
• your responses to the selection criteria (in a separate document or as part of the cover letter)
• CV
• contact details of two referees.

Please email the application to ***************@mca.com.au. 

Closing date

Friday 5 July, 9am. 

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.