Gold Rush Administrative Assistant

6 days ago

Ballarat, Victoria, Australia beBeeAdmin Full time $60,000 - $80,000
Job Opportunity

The Sovereign Hill Museums Association is a community-based organisation comprising Sovereign Hill Outdoor Museum, Sovereign Hill Hotel, AURA and Narmbool. We are an Australian tourism icon with 500,000 visitors annually. Our living museum features rare trades, programs, and experiences interpreting pivotal moments in Australia's history.

Our team of 350 staff work together to bring our gold-rush story to life, supported by over 250 volunteers.

Administrative Support Role

This position plays a crucial role in streamlining administrative activities, enhancing the efficiency of the SHMA Executive team, and providing support for human resources functions.

Main Responsibilities:

  • Manage calendars, process expenses, and handle administrative tasks for SHMA Executives.
  • Coordinate preparation for Executive meetings and events, ensuring smooth execution.
  • Maintain organised filing systems and manage document flow, ensuring confidentiality and timely access.
  • Support CFO with member engagement, maintaining accurate records as required.
  • Enter data and generate reports within the CRM system.
  • Manage front office activities, including mail handling, office supplies, and visitor greeting.
  • Handle incoming and outgoing communications, supporting office logistics.
  • Ensure office supplies are maintained, including ordering and record-keeping.
  • Support human resources team with compliance checks, system maintenance, and letter writing.
  • Prepare meeting spaces for Executive meetings and external stakeholder meetings.
  • Coordinate event logistics, liaising with vendors and managing guest lists.
  • Assist with travel arrangements for Executives, including booking flights and accommodations.

Requirements:

  • Demonstrate attention to detail, ensuring thoroughness and accuracy in all tasks.
  • Exhibit advanced verbal and written communication skills, with a focus on accuracy and professionalism.
  • Show exceptional interpersonal skills, managing sensitive situations with compassion and discretion.
  • Maintain the highest levels of confidentiality and discretion.
  • Display exceptional organisational and time management skills, prioritising effectively and producing high-quality outcomes under pressure.
  • Be proficient in using Microsoft Office applications.
  • Demonstrate ability to work flexibly to meet role requirements.

About Us:

Sovereign Hill welcomes and encourages applications from diverse backgrounds, offering equal opportunities to all applicants.

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