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Administration and Events Co-ordinator

5 months ago

Bondi Beach, Australia Surf Life Saving Australia Full time

**Posted**:
26/03/2024

**Closing Date**:
26/04/2024

**Job Type**:
Permanent - Full Time

**Location**:
Bondi Beach/Hybrid

**Job Category**:
Administration and Office

Surf Life Saving Australia (SLSA) exists to save lives, create great Australians, and build better communities. As one of Australia's most respected community organisations and a world leader in lifesaving, coastal public safety, rescue, and education services, SLSA provides many ways to get involved as a volunteer or employee.

With over 180,000 members and 315 affiliated Surf Life Saving Clubs, we represent the largest volunteer movement of its kind in Australia, and the world.

SLSA encompasses coastal safety, elite sports teams, public relations, partnerships & national fundraising. We rely heavily on the support of the community to continue to provide this vital service that help keep our beaches safe and protect our Australian way of life.

Job Description

We have an exciting opportunity for a new team member with a high level of Administrative and Event Coordination experience to join SLSA to support the Head of Mission and the business units aligned to our mission statement - these include coastal safety, Southern Helicopter, learning and development, and our sport teams. This position will be responsible for carrying out administrative, event logistics and project work requirements.

**Your responsibilities in this role will include**:
Administration, Planning and Reporting
- As requested by the Head of Mission, co-ordinate timely, effective and accurate agendas for the following Special Purpose Committees: Hall of Fame Committee, Honors Committee, History Committee and Life Members functions.
- Take meeting notes and prepare minutes and action items at the Hall of Fame Committee, Honors Committee and History Committee meetings.
- Provide effective and timely assistance to the Head of Mission with the development of the SLSA Business Plan, the SLSA Annual Report, Life Members newsletter and associated reporting.
- Produce appropriate correspondence to meet the Head of Mission’s communication requirements in relation to internal and external parties.
- Assist in formatting reports and other documents.
- Organise meetings and coordinate associated processes including agenda preparation and distribution.
- Assist with Executive Management Group and Board meetings as required.
- Schedule meetings for the year.
- Arrange travel and accommodation for the Head of Mission, and key staff as required.
- Reconcile and complete monthly expense claim forms as requested.
- Attend out of normal hour’s meetings as required.

Effective administration of Head of Mission office
- Provide efficient secretarial and administrative support services to the Head of Mission.
- Where required, assist the direct reports to the Head of Mission with secretarial and administrative duties.
- Ensure that matters brought to the attention of the Head of Mission are distributed to appropriate staff or officers.
- Co-ordinate facilities and arrangements for the Head of Mission’s meetings, presentations, functions, etc.

Events Coordination
- Manage Life Member functions, the Awards of Excellence and other events allocated by the Head of Mission.

Stakeholder Relationships
- Provide quality customer service in relation to enquiries from internal and external parties such as states, members, and staff.
- Effective communication and relationships with SLSA Life Members, Special Purpose Committees, SLSA staff and other internal stakeholders.
- Effective communication and relationships with SLS State/Territory staff and other external stakeholders.
- Liaise with life members and coordinate the Life Member newsletter.

Financial administration
- Ensure invoices are coded to correct account codes.

Desired Skills and Experience

To be successful in this role, you will need to meet the following selection criteria:
**1. Qualifications**
- Diploma of Business and/or equivalent relevant experience in administration.

**2. Knowledge and experience**
- Experience working a in a Not for Profit, Sporting or membership based organisation is highly desirable.
- Event co-ordination experience.
- Formal meeting procedure and secretariat process experience is highly desirable.
- Previous experience in providing high level administration support to senior managers.
- Demonstrated experience in the preparation of agendas and taking accurate minutes.

**3. Skills and Attributes**
- Excellent verbal communication skills and demonstrated ability to effectively communicate with a variety of stakeholders at all levels in the preparation of agendas and taking accurate minutes.
- Well-developed written skills; demonstrated ability to produce professional correspondence and other confidential documents.
- Professional manner and demonstrated interpersonal skills.
- Motivated self-starter who demonstrates initiative and a solution-orientated approach.
- Advanced Microsoft Office skills spec