Volunteer Opportunity – Gala Event Coordinator & Admin Support

Our team is preparing for our major annual fundraising Gala this May, and we’re looking for a highly organised, enthusiastic volunteer to help coordinate the behind-the-scenes admin and event logistics that make the night a success.

By volunteering with the HOPE Fund, you’ll directly support research and education programs improving outcomes for people living with upper gastrointestinal, liver and pancreatic diseases.

This is a meaningful, hands-on role perfect for someone who enjoys events, organisation, and working with purpose.

About the Gala Our annual Gala brings together:

• clinicians and researchers
• patients and families
• donors and corporate partners
• community supporters

Funds raised support life-changing surgical research, survivorship programs, and patient education initiatives.

Your contribution will help ensure this important night runs smoothly and achieves maximum impact.

Minimum 6-month engagement preferred.

Organisational Background: We are a charitable organisation that supports life changing research and education aimed at improving outcomes for patients with malignant and benign upper gastrointestinal, liver and pancreatic disease. The HOPE Fund focusses on patient centred research and educational programs in collaboration with clinicians, researchers, patients and their families.

Undergoing major surgery is a significant life event. The recovery process from treatment for upper gastrointestinal, liver and pancreatic cancer is physically and mentally demanding. For many of these diseases, outcomes remain poor. There remains an urgent need for research to improve treatments.

Key Responsibilities

Pre-event (planning phase):

• Manage calendars, planning meetings and correspondence
• Track RSVPs, guest lists and registrations
• Maintain sponsor, donor and vendor records
• Support logistics (run sheets, seating plans, timelines, checklists)
• Assist with auction item coordination and materials preparation
• Prepare event documents, signage and volunteer schedules

Event day:

• Registration desk support
• Guest check-in and coordination
• Volunteer liaison
• General troubleshooting and logistics assistance
• Helping ensure the evening runs seamlessly

Ongoing:

• General admin and database support
• Post-event follow-up and reporting

The Role

This role combines administrative support with hands-on event coordination. You’ll help keep our operations organised while supporting meaningful fundraising and community initiatives.

Key Duties

• Provide essential administrative support across teams
• Manage calendars, meetings and correspondence
• Assist with planning and coordinating fundraising events and education programs
• Maintain accurate records, databases and volunteer lists
• Prepare event materials and support day-of logistics
• Collaborate with staff to ensure smooth communication and workflow

Benefits:

• Meaningful Contribution: Your skills will directly support a cause that changes lives.
• Collaborative Environment: Work with a passionate and dedicated team.
• Skill Development: Enhance your administrative skills in a dynamic and rewarding environment.
• Flexibility: Volunteer on a schedule that accommodates your availability
• The work the volunteer has done can be used as a portfolio piece.
• We provided references for volunteers (minimum engagement of 4 months).

Your Impact: This Gala is one of our most important fundraising events of the year. Your organisation and coordination will directly help us raise critical funds that support better treatments, better recovery, and better lives for patients.

If you enjoy events and want your time to truly matter — we’d love to have you join us.