The Administration & Events Coordinator is a part‐time role (3 days per week under flexible arrangements), based in Brisbane, QLD, with flexibility for hybrid working arrangements from home and from our Bowen Hills‐located office.
This role is a hands‐on, generalist role for someone who thrives on variety, takes ownership of their work, and doesn't need to be told twice.
This is not a junior administration role — we are looking for a switched‐on, proactive professional who can juggle competing priorities, shift gears quickly, and deliver high‐quality outcomes with minimal supervision.
Working closely with the Operations Manager, this person will be the engine room of Aussie Athlete Fund's day‐to‐day operations — managing communications, coordinating events, maintaining databases, supporting sponsor deliverables, and keeping everything moving efficiently.
If you're the kind of person who sees something that needs doing and just does it, this role is for you.
ABOUT AUSSIE ATHLETE FUND
Aussie Athlete Fund (AAF) is a fast‐growing organisation dedicated to building a sustainable athlete economy in Australia.
Founded by five time Olympian Natalie Cook, AAF develops programs, partnerships and events that create lasting financial and professional pathways for Australian athletes.
This newly created role has been established in response to AAF's rapid growth and will work at the centre of the organisation's day‐to‐day operations.
KEY RESPONSIBILITIES
Administration
Manage day‐to‐day administrative tasks with minimal direction — take ownership and follow through
Maintain and update the AAF database, ensuring data integrity and accuracy at all times
Manage shared document and file structures, keeping systems organised and current
Draft, proofread and send skilled correspondence and internal communications
Coordinate scheduling, meetings, agendas, minutes and follow‐up actions for the Operations Manager
Act as a professional first point of contact for internal and external stakeholders, responding to enquiries promptly and accurately
Support the Operations Manager with project coordination,



ensuring deadlines are met
Identify opportunities for continuous improvement in systems, processes and ways of working
Handle ad hoc tasks and projects as they arise
Events Coordination
Assist end‐to‐end logistics for AAF events including the $1 Million Challenge, Awards nights, Elevate 20 Program events, sponsor activations, Board Meetings
Assist in developing event plans, timelines and run sheets to ensure smooth and on‐brand delivery
Manage RSVPs, guest lists, registrations, venue communications, catering coordination and attendee follow‐up
Liaise with venues, suppliers, vendors, speakers and contractors to secure services and coordinate event logistics
Prepare event briefing documents, signage requirements and event collateral, ensuring all materials align with AAF brand guidelines
Attend and support events on‐site as required (may occasionally fall outside standard working days/hours)
Conduct post‐event administration including feedback, reporting and reconciliation
Marketing & Communications
Write, design and distribute regular eDM communications to stakeholders, sponsors and athletes
Manage eDM data integrations, list hygiene and audience segmentation
Create and schedule content for AAF social media platforms
Maintain and update the AAF website with current content
Assist in producing marketing collateral and presentations in line with the AAF style guide
Liaise with external graphic designers and PR partners to brief and deliver materials
Assist with the distribution and management of nomination forms, criteria and athlete agreements
Assist with preparing nomination information and documentation for the Selection Committee




Coordinate athlete communications and program documentation in conjunction with the Athlete Programs and Educations Coordinator
Maintain WIP documentation and ensure all program milestones and reporting deadlines are tracked
Sponsorship Support
Support the delivery of contracted partner benefits and activations as directed by the Operations Manager
Assist in maintaining accurate records of sponsorship deliverables and timelines
Assist in preparing sponsor reports, presentations and correspondence
SELECTION CRITERIA
Required
Minimum 3 years' experience in an administration, events, operations or communications role
Demonstrated ability to work autonomously and manage multiple priorities simultaneously — this is non‐negotiable
Excellent written communication skills — you write clearly, correctly and professionally
Strong attention to detail; data accuracy is a point of pride, not an afterthought
Experience writing and distributing eDMs and managing email marketing platforms
Demonstrated experience in coordinating and delivering events end‐to‐end, including managing event timelines
Solid understanding of social media platforms and content scheduling
Proficiency in Microsoft Office Suite (particularly Word, PowerPoint, Excel) and SharePoint/One Drive
Experience with CRM or database systems; fast and accurate at data entry
Ability to work independently from home with strong self‐motivation and discipline
Creative thinking and a solutions‐focused approach to problem‐solving
Based in Brisbane with ability to attend the Bowen Hills office one day per week
Working with Children Check (or willingness to obtain. Mandatory for commencing work)
Current driver's licence
Preferred
Experience working in sport, not‐for‐profit, events or sponsorship environments
Familiarity with eDM platforms such as Mailchimp or similar
Experience with website CMS platforms (e.g. WordPress, Squarespace)
Exposure to graphic design tools such as Canva or the Adobe suite
Remuneration
$90,000 per annum pro rata, inclusive of superannuation
#J-*****-Ljbffr

📌 Administration & Events Coordinator (Brisbane)
🏢 Aussie Athlete Fund
📍 Brisbane