Youth Events & Finance Coordinator

Are you passionate about creating impactful events that inspire and engage young people across the nation?

Do you thrive in high-energy environments where your coordination and planning skills can shine?

Do you want to be part of a team that creates life-changing experiences for young people across the nation?

Our National Youth team are currently looking for a Youth Events & Finance Coordinator to join the team. This role will be responsible for planning, coordinating, and administering national youth events ensuring all logistical, financial, and safety requirements are met, incl. liaising with multiple stakeholders, managing budgets, overseeing venue and equipment needs, and ensuring effective communication with all involved parties.

Other aspects of this role include:

Event Planning & Administration

• Develop & submit proposals for event date, programs, room allocations.


• Develop & manage event budgets, tracking + reconciling expenditures.


• Oversee venue planning, incl. contracts and bump-in/out requirements.


• Prepare and coordinate events based on discussions with oversight, ensuring all elements are executed smoothly.


• Ensure compliance with WH&S and Safe Church policies at all events.


• Liaise with suppliers and venues to secure services & accommodation.


• Administer and reconcile invoices and accounts related to events.


• Develop rosters for youth team members and lead planning meetings, ensuring clarity and coordination.

Team & Volunteer Coordination

• Manage Youth Info Desk, First Aid, and Travel & Accommodation arrangements for team and volunteers.


• Manage communication and correspondence related to events.


• Coordinate training for event teams, incl. OH&S requirements.


• Organize catering services and ensure quality and efficiency.


• Create and manage rosters for event staff and volunteers. 

Venue & Equipment Management

• Handle equipment requirements, incl. tendering suppliers, ordering, and managing bump-in and bump-out logistics.


• Plan venue setups, incl. capacity, floor plans, and reserved seating.


• Manage signage, access passes, and other logistical elements.


• Oversee transport, car parking, and vehicle requirements.


• Ensure all insurance, security, and crowd control measures are in place.


• Maintain communication with team leaders and staff during events to address any emerging needs or issues.

Financial Management

• Submit purchase orders and payment requests in alignment with financial policies.


• Develop, present, and oversee national financial budgets on both an annual and event-based basis.


• Ensure all budgets & financial processes align with organisational goals.


• Collaborate with executives, project managers, and cross-departmental leadership to set and achieve budget goals.

Administration

• Organize staff and Youth Pastor meetings (national, state, key team etc.)


• Book Flights, hotels and cars for Youth staff and volunteers national

Ideally, the successful candidate will bring:

• Diploma or Degree in Event Management, Hospitality, Business Administration, or a related field preferred.


• Minimum 12 months team leadership experience essential


• 2-4 years of experience in event planning and coordination (preferably in a church, nonprofit, or similar setting).


• Previous experience working or volunteering at a large-scale event.


• Mental health first aid principles


• Events/Projects management principles, incl. knowledge of planning layouts, managing equipment, and overseeing bump-in/out processes.


• Ability to manage multiple events simultaneously.


• Excellent communication and interpersonal skills.


• Proven ability to plan budgets, track expenses, and reconcile accounts.


• Ability to lead and motivate teams.


• Problem-solving skills and the ability to remain calm under pressure.

If this sounds like you, we would love for you to apply today!

Applications close: 1 June 2025, 11.59pm AEDT

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