OWCA Event Manager and Administration Assistant | College

Job Description

Wesley College Melbourne, a school of the Uniting Church, established in 1866, is one of Australia's leading and most respected co-educational independent schools.  With an enrolment of 3,400 students from ECLC to Year 12, it comprises three metropolitan campuses in Melbourne, at St Kilda Road, Glen Waverley and Elsternwick, outdoor education sites at Chum Creek, Mallana and Lochend, and a Year 9 residential campus at Clunes. 

Wesley college is currently seeking a OWCA Event Manager and Administration Assistant to join our Community Engagement team. This is a fulltime temporary role until 7^th October 2025.

This role will see you working closely with the Head of the OWCA, assisting in all aspects pertaining to Alumni Relations (Old Wesley Collegian Association) thereby, maximising engagement with the College Alumni. This role encompasses both event management and administrative tasks all of which will be conducted in an efficient, and professional manner and delivered to a high standard. In this position you will execute and attend OWCA and College events as required, some of which are outside of normal working hours. 

Main Responsibilities and Accountabilities

• Co-ordinate all elements of Alumni events – invitation creation and distribution, event collateral and communications, RSVPs, event payments, provision of receipts, setting up the event in Synergetic etc.
• Assist in the planning and budgeting for events, including recording expenditure
• Provide a high-level support to the Alumni Manager, OWCA Executive members and the sub-committees, Affiliate groups, working groups and OWCA Interstate and International representatives
• Recording expenditure and updating event records
• Research and preparation of constituencies including the development and maintenance of a system engaging staff and former staff relating to the Alumni reunion program and the potential engagement of former parents
• Provide and assist with the preparation of reports regarding Association activity and events at regular intervals for the business
• Coordinate guest lists in relation to OWCA events and in relation to the provision of VIP lists to other departments such as the Foundation, Principal's Office, or the College generally
• Prepare materials including presentations for reunions
• Conduct post-event activities and follow-up
• Assist with the enquiries of Alumni
• Assist with the updating Alumni details
• Assisting with editorial elements of the College and Alumni publication Lion magazine
• Preparation and approval of Birth Notices for Lion magazine, and the co-ordination of Lion Toys
• Circulating details and updating records in relation to the deaths of Alumni
• Coordinate purchases on behalf of the OWCA through either the College purchasing system or directly through the association as required
• Successful maintenance and operation of the online ticketing system with regard to OWCA event activity
• Other duties as reasonably required

Applications close at 5:00pm Friday the 30^th May 2025.

Applications will be reviewed as they are received, and interviews may commence prior to the application close date.

Wesley College is a child safe employer and is committed to the welfare of children and their protection. All potential employees and volunteers will be required to comply with the School's Child Safe Policy and Code of Conduct. Applicants will be required to undergo police and background checks in accordance with this policy.