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 robust focus on the health and science sectors, we create qualified, 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 and 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 (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; equivalent experience is also considered
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. Candidates must be Australian citizens, permanent residents, or have full, valid Australian work rights.
Application:
Provide a 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. We welcome applications from candidates whose experience may not align perfectly with the job description.
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. 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.
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📌 Administration Coordinator (New South Wales)
🏢 Ashm Health
📍 New South Wales