EVENTS ADMINISTRATOR

Report to:   Manager, Events

The Events Administrator’s role is to support event management activities and services of Te Kāhui Whaihanga New Zealand Institute of Architects (NZIA).

The NZIA delivers a wide range of services, activities and events ranging from a biennial National Conference to local events including Awards events, Student Design Awards, workshops and other seminar series.

The Events Administrator’s role is to organise and coordinate events efficiently and effectively.

The ideal candidate will be experienced in handling a wide range of administrative events tasks and will be able to work independently. This person must be well organised, flexible, agile and enjoy the challenges of working within a small office environment, supporting a team of diverse people and activities.

The role entails:

• Successfully planning and coordinating events throughout the year to a high standard.
• Support requirements across the organisation including booking venues, travel and catering arrangements, site requirements, on-line booking management etc.
• Promotion of branch and other events.
• Preparing budgets for events.
• Working with the communications team to promote and support events.
• Liaising with key stakeholders.
• Proposing edits to website and social media.
• Working closely with internal teams and external partners.
• Ability to travel as available.
• Ability to work extended hours as required.

SKILLS REQUIRED:

• Proven administrative experience in events management.
• Able to work unsupervised, using initiative.
• Excellent time management, organisational and prioritisation skills.
• Excellent written and verbal communication skills.
• Knowledge of office management systems and processes.
• Ability to multi-task.
• Patient and calm under pressure.

QUALIFICATIONS AND WORK HISTORY

• A minimum of two years’ experience in events management administration.
• Proficiency with Microsoft 365.
• Familiarity with Adobe Creative Suite.
• Familiarity with on-line event management platforms.

EVENTS MANAGER

Report to:   Chief Executive Officer

The Events Manager’s role is to lead event management activities and services of Te Kāhui Whaihanga New Zealand Institute of Architects (NZIA).

The NZIA delivers a wide range of services, activities and events ranging from a biennial National Conference to local events including Awards events, Student Design Awards, workshops and other seminar series.

The Events Manager’s role is to programme, lead, organise and coordinate events efficiently and effectively.

The ideal candidate will be experienced in handling a wide range of events tasks and will be able to work independently. This person must be well organised, flexible, agile and enjoy the challenges of working within a small office environment, supporting a team of diverse people and activities.

The role entails:

• Management, leading and facilitation of NZIA Events and sponsorship programmes – including concept creation, in consultation with NZIA National Office Team and team members.
• Researching and identifying new event opportunities and delivery methods.
• Prepare and control the annual budget, including forecasting and cash flow management.
• Provide leadership to a team to develop and deliver marketing and communications strategies to ensure a seamless event is delivered and desired objectives are met.
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• Liaising with event presenters and sponsors to identify their event requirements.
• Producing detailed proposals for events including budgets, timelines, venues, suppliers insurances, health & safety plans etc.
• Preparing the NZIA annual events programme plan and associated budgeting.
• Management of member communications.
• Creating post-event evaluation reporting.
• Liaising with key stakeholders.
• Proposing edits to website and social media.
• Working closely with internal teams and external partners.
• Ability to travel as available.
• Ability to work extended hours as required.

SKILLS REQUIRED:

• Proven events management experience.
• Able to work unsupervised, using initiative.
• Excellent time management, organisational and prioritisation skills.
• Excellent written and verbal communication skills.
• Knowledge of office management systems and processes.
• Ability to multi-task.
• Patient and calm under pressure.

QUALIFICATIONS AND WORK HISTORY

• A minimum of five years’ experience in events management administration.
• Proficiency with Microsoft 365.
• Familiarity with Adobe Creative Suite.
• Familiarity with on-line event management platforms.

Key Events:

• In:situ – national conference with over 1,300 attendees and 5 international speakers
• New Zealand Architecture Awards annual event
• Local Architecture Awards – 8 branch events held annually
• Gold Medal event & tour – annual event
• Sir Ian Athfield Memorial Lecture – 3 events held annually in conjunction with the Festival of Architecture
• Architectural tours held annually
• Registration Programme
• Student Design Awards