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Events & Administration Officer (6-month contract)
3 months ago
About ARV
ARV is a not-for-profit member-based peak association for the Victorian Aquatics and Recreation industry. We are an organisation providing and coordinating support, professional development, advice, training, advocacy, research and networking opportunities to those who plan, build, own, operate or service aquatics and recreation facilities across Victoria.
Position Purpose
ARV's Events & Administration Officer is responsible for performing a wide range of administration duties to support the delivery of ARV's various industry events, projects and activities. The Events & Administration Officer works closely with internal stakeholders to assist with the coordination, organisation and management of ARV office operations and provides ad hoc executive support to the CEO.
Key Responsibilities
The following Key Responsibility Areas indicate what the position is directly responsible for producing/achieving:
- Planning and delivery of events including booking of venues, arranging catering and communications related to events.
- Data entry, filing, records administration, updating databases.
- Maintaining professional network and cooperative relationships with internal and external clients ensuring that matters raised are referred appropriately and dealt with in a responsive, timely, confidential and professional manner
- Scheduling meetings, preparation of meeting documents like agendas, minutes and meeting documents for various committees and forums.
- Responding to enquiries from ARV members, updating memberships, generating invoices
- Ad hoc executive support to the CEO for document preparation, presentations, surveys, responding to general correspondence and collating reports
- Deliver high quality customer service by promptly and courteously answering phones
- Assist in the development and delivery of marketing materials through ARV website and social media platforms
- Support to ARV projects and other general administrative duties as required
Attributes
In relation to the position purpose and key responsibilities; the following attributes are the desired distinguishing characteristics of the Events & Administration Officer.
Multi-Dimensional
- Effectively balancing competing priorities and different demands
- Valuing diversity in other's working and personal styles
Adaptable
- Managing self effectively within an environment of uncertainty, complexity and change
- Demonstrate resilience and robustness when faced with challenges
- Being flexible to shifting priorities
Emotionally Aware
- Being self-aware and reflective, committed to ongoing learning and self-development
- Being able to accept and reflect on feedback
Collaborative
- Demonstrating a clear commitment to working and learning collectively with others
Community Minded
- Responding with understanding towards community members
- Recognising community needs and responding with understanding towards community members
Skills, Experience & Knowledge
In line with the position purpose and key responsibilities the following describes the skills, experience and knowledge required by the Events & Administration Officer.
- Demonstrated administration experience in a similar role
- Strong organisational skills and attention to detail
- Ability to liaise effectively with internal and external stakeholders.
- Excellent oral and written communication skills.
- Understand and work with people of different abilities, cultures and socio-economic circumstances.
- Set priorities, plan and organise self and others to achieve project objectives within required timeframes efficiently and within the resources available.
- Manage own work with a minimum of supervision
- Report writing skills including research, analysis and evaluation.
- Computer literacy including proficiency in the use of spreadsheets, word processing, and other relevant computer software
- Sound project management skills and experience
- Demonstrated experience to work collaboratively and proactively with colleagues
Selection Criteria
The following are the core competencies required to undertake the key responsibilities of the Events & Administration Officer role and are the primary basis for selection.
- Demonstrated administration experience in a similar role
- Proven adaptability - comfortable within an environment of uncertainty, complexity and change and being flexible to shifting priorities
- A relevant tertiary qualification or proven experience in aquatics, sport, leisure or related field
- Proven ability to implement projects, programs and services within agreed timelines
- Demonstrated commitment to displaying the ARV organisation's values
- High level verbal, written, interpersonal, negotiation and communication skills
- Experience in building and managing effective relationships with internal and external stakeholders
- Ability to effectively manage multiple priorities to agreed timelines
Other Information
- This fixed-term position is full-time (37.5 hours p/w) for an initial period of 6-months
