The Role

The Philanthropy and Partnerships Event Specialist plays a key role in supporting Black Dog Institute’s events strategy. The role is responsible for the independent planning, execution and evaluation of high-impact events that support long-term fundraising and engagement goals. This includes national and multi-state delivery of flagship supporter and stakeholder engagement events, with accountability for end-to-end project coordination, stakeholder management, budget tracking and logistical execution.
The role functions autonomously within established policies and procedures and contributes to team problem-solving and continuous improvement. It plays a key role in stewarding major donors and partners and contributes to the success of the broader Philanthropy and Partnerships function.
The role is integral in delivering all directorate events, including but not limited to:

• BDI Annual Research Showcase
• Philanthropic events, e.g. Sydney Sportsman’s Lunch, Melbourne Lunch
• BDI Annual Partnerships Lunch
• BDI Annual Thank You Event
• Donor and Partners Immersion Events i.e. Yarning Circle, Boardroom Lunch, BDI tours
• Partnership launches and partner engagement events, e.g. Brisbane Broncos event
• Danny Frawley Community events i.e., Spud’s Game and Spud’s Lunch
• Stewardship of select donors and partners that attend events
• Providing additional event support/advice cross directorate

It is expected that the role will focus predominantly on the above events, however additional event responsibilities may be required or substituted from time to time.

Duties & Responsibilities

Event Project Management

• Independently manage the planning, delivery and evaluation of key engagement events across the year, including BDI Research Showcases, High-Values Fundraising Lunches, immersion and donor stewardship events.
• Ensure event objectives are aligned to the broader fundraising and stewardship strategy working closely with Philanthropy & Partnership senior managers and the Comprehensive Campaign.
• Lead the development and tracking of project plans, timelines, stakeholder engagement strategies, budgets, schedules and evaluation metrics.
• Coordinate event debriefs, participant feedback analysis and improvements for future events.
• Liaise with Black Dog Institute’s Board Directors, Foundation Directors, internal teams, senior leadership and external partners to ensure seamless event delivery.
• In conjunction with the Supporter Engagement team, develop and ensure the execution of the multichannel marketing and communications plan to recruit and communicate with event participants.
• Undertake analysis, reporting and recommendations for each Partnership event.
• Maintain up-to-date and accurate event records and reporting via Raiser’s Edge CRM, NXT Event module and project tracking tools.
• Work with the Database Insights team to ensure accurate and useful capture of participant, donor data and gift attribution.
• Adopt a collaborative project management approach to proactively work with all stakeholders to ensure event KPIs are met.
• Work with the Marketing and Communications directorate to ensure event communications are on-brand and aligned with broader Black Dog Institute messaging.
• Coordinate internal stakeholder briefings and communication materials.
• Steward and manage communications with event participants.

Logistics and On-site Coordination

• Lead event logistics including venue negotiation, contractor engagement and on-site coordination.
• Track and report on event budget expenditures in line with team targets and resource planning.
• Undertake site visits and engage external suppliers, including event management and logistics to ensure smooth delivery of events.
• Arrange catering and other event necessities as needed.
• Coordinate successful onsite event execution.

External Supplier Management

• Work with external suppliers where needed, such as digital agency, logistics, catering, merchandising and others to implement successful supporter engagement, including pre- and post-event.
• Facilitate the negotiation and signing of supplier contracts with the Director of Fundraising.
• Develop and manage the event merchandise logistics and fulfilment including inventory, forecasting, and delivery.

Event Resourcing

• Identify people resourcing needs for delivery of events, including use of Black Dog Institute staff, temporary staff and volunteers where needed.
• Identify and brief Black Dog Institute speakers.
• Develop appropriate task lists to ensure staff and/or volunteers are briefed on their role in event delivery or logistics support.

Post-Campaign

• Facilitate post-event debrief process, including post-campaign reporting, analysis and recommendations for future events.

Team and Collaboration

• Contribute to Philanthropy & Partnerships team planning, shared learning, and continuous improvement.
• Champion donor-centric principles and BDI values in all work.
• Participate in relevant staff working groups and professional development activities.
• Participate in and support other Fundraising events as required.
• Play an active role in PPF activities, including attendance at team meetings and input into improvement of procedures or policies.
• Provide event advice and support to cross-directorate colleagues.

Work, Health and Safety

• Ensure self and all staff comply with all WHS legislation WHS Policy and Procedures.
• Report any WHS hazards and significant issues to Director, People & Culture or delegate and the reporting tool Rely.
• Work in a safe manner, applying a duty of care at all times.

Note: the list of responsibilities is not exhaustive, and the Institute may change or request additional activities to meet the operational needs of the business.

Skills & Experience Required 

Essential Criteria

1. 3-5 years’ experience in delivering successful events, within a fundraising, stakeholder engagement, or communications context.
2. Demonstrated ability to manage complex project-level tasks and contribute to problem-solving.
3. Strong interpersonal and stakeholder management skills.
4. Demonstrated ability to function autonomously and prioritise workload across multiple projects.
5. Natural communicator and relationship builder, with strong verbal and written skills.
6. Demonstrated ability to solve problems collaboratively and creatively.
7. High proficiency in the use of Microsoft Office and CRM, preferably RE/NXT.
8. Willingness to travel interstate to support events.

Desirable Criteria

1. Experience in a not-for-profit, medical research or mission-driven organisation.
2. Understanding of philanthropy or corporate partnership environments.

Inclusion at BDI  

We are committed to fostering an inclusive and accessible recruitment experience where all candidates can fully participate in the process.

We warmly encourage applications from First Nations peoples, culturally and racially diverse communities, LGBTQIA+ individuals, people with disabilities, and others from underrepresented backgrounds.

We recognise that not everyone has had equal access to opportunities, and valuable skills and perspectives can be gained through diverse life experiences.

If this role excites you but you don’t meet every listed requirement, we still encourage you to apply as your lived experience and insights are important to us.

Accessibility

If you have accessibility requirements or require information in an alternative format, please email workplaceadjustments@blackdog.org.au or phone.

Privacy

We respect your privacy and confidentiality. We only provide information to other staff where it is needed to arrange workplace adjustments.

How to Apply

To become a part of the Black Dog Institute team, follow the link to ELMO to apply and submit your most up to date resume. If you are shortlisted for the role, we will call you and let you know you are successful. Please do not respond to any suspicious emails requesting you to upload your ID or personal details. We are a 2022 Circle Back Initiative Employer and commit to respond to every applicant.

Please note: All offers of employment are subject to background checks, which may include police checks, reference checks, and verification of qualifications, as relevant to the role’s requirements.