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Event/Function Coordinator

The above position is open to Chinese and Australian nationals.

Australian nationals must be able to obtain Chinese work visa and residence permit to be able to enter and remain in China to work for the Consulate. Potential applicants should familiarise themselves with the latest processes before applying. The Australian Consulate-General Shanghai does not provide relocation assistance and any costs associated with taking up the position would be the responsibility of the successful candidate.

The successful applicant will be offered an initial fixed term contract of 12 months with the possibility for extension and are subject to a probationary period.

The annual basic salary for this position is CNY168,979 plus the employer’s social security contributions. Where the successful candidate is an Australian national, he/she will receive an allowance in lieu of the employer’s social security contributions. Australian Superannuation Guarantee Contribution (SGC) will be deducted from the allowance for an Australian tax resident.

Your application, written in English, addressed in the title ‘Application for Event/Function Coordinator + your name’ must include:

  • A one-page pitch of no more than 1000 words outlining how your skills, experience and qualifications make you the best person for the job.

  • Curriculum vitae including your nationality and country of residency. If you are an Australian citizen in China, please advise your Chinese visa category.

  • Contact details for two work-related referees (at least one should be your current or recent supervisor).

Applications and inquiries should be emailed to Closing date for applications is 5pm, 10 April 2023.  Please consider your application unsuccessful if you have not received any contact within four weeks from the closing date.

What should I include in my pitch?

Your one-page pitch is a chance to tell us why you are the right person for the job. We want to know why you want to work at the Australian Consulate General, why you are interested in the role, what you can offer us, and how your skills, knowledge, experience and qualifications are applicable to the role.  In a nutshell – why should we hire you?

Try not to duplicate information that can already be found in your resume but do highlight any specific examples or achievements that will demonstrate your ability to perform the role.

About the Australian Government’s Department of Foreign Affairs and Trade (DFAT)

The role of the Department of Foreign Affairs and Trade (DFAT) is to advance the interests of Australia and Australians internationally. This involves strengthening Australia’s security, enhancing Australia’s prosperity, delivering an effective and high-quality overseas aid program and helping Australian travellers and Australians overseas.

The Department provides foreign, trade and development policy advice to the Australian Government. DFAT also works with other Australian government agencies to drive coordination of Australia’s pursuit of global, regional and bilateral interests.

About the Position

This position organises major representational events and frequent promotional functions for the Australian Consulate-General in Shanghai.  The position also negotiates with and supports external clients, sponsors and partner organisations, manages event booking requests and provides advice and coordination.

The key responsibilities of the position include, but are not limited to:

  • Plan, co-ordinate events and functions using Consulate assets including: managing the delivery of multiple concurrent events, coordinating stakeholders, speakers, financial estimates and other logistical arrangements such as guest lists, catering, entertainment and technical support.

  • Plan, develop and manage risks with contingency planning (wet weather, high profile guests) and ensure contractors involved in events adhere to the Consulate’s Work Health and Safety requirements and departmental guidelines

  • Work with the Consul-General’s Executive Assistant and the Consulate’s Research, Visits and Public Diplomacy (RVPD) team to plan and deliver related activities

  • Develop, maintain and strengthen strategic relationships, negotiate and liaise across a range of stakeholders including government, university, events management staff to ensure the successful delivery of events and functions.

  • Continuous analysis of feedback on events, leading to creative recommendations for policy changes and future event planning.

  • Support the logistical assistance of visit programs during ministerial and other high-level visits, accommodation and transport arrangements, airport facilitation and meeting requests.

  • Perform other duties and back up support as required.


  • Organisational skills/experience in logistics and capacity to handle multiple tasks and prioritise effectively is essential

  • Sound judgment and proven risk management ability

  • Well-developed interpersonal and negotiation skills including the capability to build strong relations with key stakeholders

  • Ability to coordinate productive team relationships and facilitate open communications with colleagues

  • High level oral fluency and written proficiency in English and Mandarin.

  • Proven success in event management and co-ordination is desirable.

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