Gala Events Coordinator

Job Purpose & Values

Tour de Cure runs purpose-driven and engaging events across the country, where thousands of walkers, runners, bike riders and gala attendees come together to raise vital funds for cancer research and support programs. Since 2007, Tour de Cure has raised more than $164m, funding more than 1,228 cancer research projects and leading to 250 significant breakthroughs. Over the past 12 years, our Gala events; Snow Ball, Spring Lunch, Treasures of Melbourne and Brisbane Long Lunch, have together contributed more than $30m to cancer research. 

The Gala Event Coordinator supports the Gala Team in the planning and delivery of these events, helping to enhance and strengthen the guest experience to achieve each event's fundraising objectives. This role provides coordination support across the annual Gala program, guest relations and inbox management, gala committee administration, sponsor and supplier communications, fundraising platform management and creative execution, helping ensure every event runs smoothly and reflects Tour de Cure's brand. You will also be asked to support other Tour de Cure community gala-style events, and occasional ad-hoc Tour de Cure HQ events. 

At Tour de Cure, we believe that true contribution extends beyond skills and outcomes – it’s about living our shared values and enriching our culture. Our organisation is shaped by our commitment to the CARING values, which guide how we work, collaborate, and support each other. This position plays a vital part in upholding and embodying these values, contributing not only to our mission but also the positive, purpose-driven culture we’re proud of.

·Courageous: We are bold and embrace challenges in the fight against cancer.

·Achieving: We are driven to make a difference and achieve impactful outcomes.

·Respectful: We value diversity, inclusivity, and respect for all individuals.

·Inclusive: We foster a culture of belonging and ensure everyone’s voice is heard.

·Nurturing: We are committed to supporting each other and our communities.

·Growing: We strive for continuous improvement and growth, both personally and professionally.

Key Responsibilities

Responsibilities include, but are not limited to:

General 

• Provide general Gala support and assist with ad hoc event planning and administrative tasks as required. 
• Support other Tour de Cure community gala-style events as needed (such as Soiree in Brisbane, Cobbled Nights in Melbourne, or Qure in Canberra). 

Gala Program (Booklet) Support 

·Own the administrative coordination of the annual Gala program across Snow Ball, Spring Lunch, Treasures of Melbourne and Brisbane Long Lunch, including key timelines and milestones, while the Event Lead leads creative direction. 

·Assist with maintaining program documentation, trackers and reusable templates to support planning across the gala portfolio. 

Gala Inbox & Guest Enquiries 

• Monitor and manage the shared Gala inbox daily, triaging and responding to guest, sponsor and donor enquiries in a timely and professional manner. 
• Filter and prioritise incoming requests, escalating time-sensitive or sensitive enquiries to the team where required. 
• Respond to routine guest questions (such as ticketing, dietary requirements, seating and RSVPs) using approved templates and messaging. 
• Maintain a log of enquiries and outcomes to help track response times and identify recurring themes. 
• Forward sponsor or partnership-related enquiries to the appropriate contact and follow up to ensure a timely response. 

Gala Committee Support 

• Coordinate the gala committee, including committee meetings, agendas and minutes. 

Partnerships & Sponsorship Support 

• Support the Event Lead in managing sponsorship deliverables such as social media posts, EDMs and product activations, working with both internal and external stakeholders. 

Auction & Prizes 

• Manage the prize database on the silent auction platform, including data entry and coordination of auction items and prizes. 
• Manage the set-up of silent auction campaigns, including the online platform, and help promote and launch it across the Tour de Cure community. 
• Manage on-the-ground auction item collections during events. 
• Support raffle prize logistics, including tickets, printing, promotion and display. 

Venue & Theming 

• Assist in creating, designing and sourcing event and room theming. 
• Assist in creating screen content and design for Gala events. 

Event Management 

• Support the development of event plans, policies and procedures as needed. 
• Help develop and update run sheets with the event production team. 
• Assist the event production team with the running of the day. 
• Support supplier management (couriers, photographers, florists etc.) in line with budget. 
• Manage silent auction set-up and bump-out. 
• Manage end-of-event prize redemption with the volunteer team, including pre-event briefings with Givergy and volunteers. 
• Liaise with the Givergy representative to help ensure tech requirements run smoothly in the lead-up to and on the day of the event. 

Post-Event Work 

• Support silent auction reconciliation, helping ensure all auction items are collected and accounted for. 
• Help manage unsold stock with the warehouse, on and offsite, in a timely manner. 
• Support coordination of Tour de Cure-managed prizes with winning bidders. 
• Assist in thank-you communications to sponsors, donors and guests. 
• Help compile post-event reports, budget reconciliations and fundraising summaries. 
• Maintain digital filing systems and archive event documentation. 

Business Critical Inputs & Outputs

• Support the delivery of Gala Events in line with fundraising targets and the strategic plan. 
• Reliable, accurate support across assigned gala events. 
• Positive feedback from sponsors, suppliers and the wider team. 
• Smooth coordination of volunteers, interns and event-day logistics. 
• Timely and accurate reporting and administrative support. 
• Consistent, timely responses to gala inbox enquiries within agreed timeframes. 
• Demonstrated initiative and growth in creative and coordination skills. 

Required Qualifications & Experience

• Some experience in event coordination, hospitality, administration or fundraising is desirable, but not essential — a strong willingness to learn is just as important. 
• Good customer service, comfortable liaising with sponsors, donors, suppliers and guests. 
• An organised planner, comfortable managing multiple tasks or events at once. 
• Excellent interpersonal and communication skills, with a collaborative mindset. 
• Comfortable working alongside colleagues across graphic design, sales, marketing and communications. 
• Proficiency in Canva or graphic design is essential. 
• Proficiency in Microsoft Office (Excel, Word, PowerPoint); willingness to learn TDC software or platforms such as Givergy, Humanitix and similar platforms. 
• Calm under pressure, with strong attention to detail. 
• An interest in event theming, styling, décor or creative execution. 
• Confident managing a shared inbox and prioritising multiple enquiries at once. 
• Flexibility to work evenings and weekends around event delivery, with occasional interstate travel. 

Working conditions

• Part-time permanent role, with flexibility around event delivery. 
• Based in Sydney with hybrid work options; occasional travel for interstate events. 
• Required to work at Gala events, which may be in the evening and may include out-of-hours bump in / bump out periods (time in lieu provided). 
• Required to attend some committee meetings out of hours (generally monthly, more frequent in the lead-up to events). 
• Salary packaging available, working for a not-for-profit. 
• Joining a passionate community and playing a role in finding a cure for cancer. 
• Reports to: Gala Events Lead.