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Event Coordinator

Swimming Australia

  • Melbourne, Sydney, Brisbane Australia
  • Full Time
23 May 2022
Applications 0



To ensure Swimming Australia events are delivered to the requirements of high performance and executed professionally for our athletes and spectators.


This position reports directly to the General Manager, Commercial and Marketing and works as a member of the Commercial Team


Key Internal Stakeholder Relationships

  • Event Experience Manager, and Competitions Manager
  • Broadcast Manager
  • Business Development and Partnerships Manager
  • General Manager Communications
  • High Performance

Key External Stakeholder Relationships

  • Event delivery suppliers
  • Venue staff
  • Sports Presentation
  • Technical Officials
  • Sport Specific suppliers


You will work with the Event Experience Manager and Competition Manager to plan, coordinate and deliver events as required:

  • Support the EXM on all ticketing and venue related interactions
  • Support the Competitions Manager with relevant pool related tasks
  • Oversee the booking and bump in of key suppliers for all events
  • Build all the programs and documentation for the Venue, Staff and Stakeholders for each event, including but not limited to the Information booklet, program of events, team manager notes, venue overlay, venue booking information etc
  • Maintain records including event participation, attendance, records and results and relevant information on the Swimming Australia website
  • Manage accreditation process
  • Manage logistics including accommodation, flights, parking, car hire, container etc
  • Set agendas and manage WIP notes. Update relevant documentation as needed
  • Travel to events and meetings nationally as required
  • Liaise with technology to oversee mass participation registration through Swim Central, including international swimmers.
  • Manage suppliers of swimming related requirements including (but not limited to) swimming caps, timing equipment, tattoos and other related equipment and their suppliers
  • Ensure relevant swimming related services and stakeholders are booked in for events eg. ASADA/SIA, Water Safety, First Aid
  • Contribute to new initiatives at state and national events.
  • Maintain the master databases of key related stakeholder including Technical Officials, water safety and first aid contacts, timing and other technical suppliers
  • Update budgets as requested
  • Maintain the master databases of key related stakeholder including Technical Officials, water safety and first aid contacts, timing and other technical suppliers


  • Collaborative across SA to achieve organisational goals, targets and objectives.
  • Assist to plan, manage, coordinate, track and run assigned tasks.
  • Attend and participate in meetings and attend events as required.
  • Uphold and foster a culture of high performance, excellence and continuous improvement within SA.
  • Conduct thorough self-checking of information and documentation.
  • Maintaining project files and keeping documentation in order.
  • Undertake other reasonable tasks as delegated by the General Manager, Commercial and Marketing.
  • Perform general office duties as required.
  • Adopt continuous learning and improvement processes in all aspects of the position.
  • Implement, participate and promote the National Integrity Framework values, policies, processes and procedures.


Qualifications & Workplace Checks

  • Satisfactory working with children check.
  • Satisfactory police/criminal record check.
  • Tertiary qualifications in Event Management or equivalent desirable but not essential.

Experience/Skill Level Required

  • One to two years experience with an interest in, and knowledge of swimming

Aptitude & Interpersonal Skills

  • High attention to detail and organisational skills
  • Strong communication (both verbal and written), negotiation and interpersonal skills.
  • Ability to foster strong relationships
  • Ability to manage multiple stakeholders with conflicting priorities and timelines
  • Strong desire to learn and grow, challenging ways of working for best outcomes
  • Commitment to personal development
  • Awareness of and ability to work in accordance with the Swimming Australia’s policies and procedures.
  • Proactive and self-motivated.
  • Ability to work well both within a team environment and autonomously.


  • KPI’s to be determined
  • Following, supporting and fostering SA Safe Sport Framework, values, policies and procedures.
  • Satisfactory achievement of ongoing targets, goals and objectives as set by the General Manager, Commercial and Marketing and Swimming Australia.


As the national governing body for the sport, Swimming Australia (SA) have a clear Vision – To be globally admired for our performance, in and out of the water

Our 4 key strategic focuses are:

  • Growth - Grow our revenue and amplify our reach and profile;
  • Strengthen - Develop capability and capacity across the system to strengthen our sport;
  • Perform - Lead the national high performance system, to win when it matters the most; and
  • Coach & Athlete Development - Deliver coaching excellence to all athletes at all levels.

Our values define our character and guide who we are when we’re at our natural best.

This is key as our culture is set by our values and behaviours.

  • Courage - We are bold, decisive, and resilient. We are committed to having crucial conversations.
  • Unity - We collaborate with purpose and enjoy what we do. We are authentic, transparent and inclusive.
  • Excellence - We inspire people to be their best selves, in and out of the water. We are professional and respectful in all that we do.

Essential Requirements

  • National Police / Criminal History Check
  • Working with Children / Working with Vulnerable People Check
  • Drivers Licence


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