Executive Administrative Assistant

Get AI-powered advice on this job and more exclusive features.Direct message the job poster from Qtopia SydneyCEO | Director | NFP Sector | Driving Growth | Operational & Strategic | Passionate about achieving both social & commercial outcomesCOMPANY OVERVIEWQtopia Sydney is the World's Largest Centre for Queer History and Culture.
Having opened its doors at 301 Forbes Street, Darlinghurst in February of 2024, Qtopia Sydney is a storyteller that tells its stories through exhibitions, performances and programs.Qtopia Sydney is a welcoming and inclusive space dedicated to celebration, commemoration and most importantly, education.To learn more about the organisation, please visit www.qtopiasydney.com.au.POSITION OVERVIEWQtopia Sydney is currently seeking an Executive Assistant to provide support to our CEO and wider team.
The role requires an individual who is professional, proactive, creative in their thinking and solutions focused.In this role, you will provide a broad range of senior office and administrative support, whilst managing and prioritising all incoming communications.
Your priority will be to work with the CEO on appointment management and administrative tasks, and you will also work closely with Qtopia Sydney's Directors and provide administrative support where available.
Experience in event coordination will be favourably considered as you will be working in events booking and setup across the organisation.You will need to have strong communication skills and good knowledge of IT.
Excel proficiency is required.
Canva proficiency is highly sought and a keen eye for basic graphic design will be highly regarded.You will work alongside a range of stakeholders at Qtopia Sydney that range from community, to government, to sponsors, and more.Qtopia Sydney is a grassroots, not-for-profit organisation with a dynamic and busy schedule.
Flexibility in hours will be required.You will join a small and highly passionate team.
You will need to align with the organisation's morals, most importantly, a respect for inclusion and identity.LGBTQIA+ community members and Allies are strongly encouraged to apply.A strong work ethic, a willingness to roll up your sleeves and jump into helping in other areas is the person we are looking for.
Community work is not for the faint hearted - it needs to be in your DNA.We have hundreds of volunteers who are our engine and heart.
A willingness to support and encourage them is an essential part of this role.This role is required to be in office five days per week.
Flexibility in hours is essential as events often take place in the evenings or on weekends.ROLES/RESPONSIBILITIESSupport to CEOAct as the primary point of contact between the CEO and internal/external stakeholdersManage and coordinate the CEO's schedule, including calendar appointments and travel arrangementsPrepare and organise documents, reports and presentations for meetings, ensuring accuracy and professional presentationGreet visitors and set up meetings for the CEO, including technical setup where requiredCoordinate scheduling of team meetings and ensure effective flow of information to Directors and TeamManage filing systems and office coordinationMaintain professionalism and strict confidentiality with all materialsCompile Board Reports for delivery to the CEOSupport of Greater TeamProvide administrative support to the Artistic and Programs Director and Curatorial Director as availableManagement of general email address (******), including responsibility to reply to all emails, where relevant, introducing other team members into the conversationAssist with creation of documents and graphics in CanvaCoordinate invitations including, but not limited to, compiling invitation lists, sending invitations and tracking replies, and being present on event day as requiredOffice ManagementFirst port of call for answering the phone and front doorSupervise and manage the office environment, ensuring smooth day-to-day operationsOrder office and kitchen supplies and manage inventoryCoordinate with IT support for office systems, troubleshooting minor issues and assisting team members with technical requirementsMaintain efficient filing systems for easy document retrievalMaintenance of databases ensuring that they are up to date and relevant at all timesEvent BookingsCoordinate catering where requiredCreation of run sheets for all eventsSupport the setupQualifications and SkillsProven experience in a similar roleProficiency in MS Office Suite, particularly with advanced knowledge of ExcelProficiency in using Canva or other graphic design program to create contentExcellent written and verbal communication skillsStrong organisational abilities and attention to detailAbility to multi-task, prioritise and work efficiently under pressureBasic IT troubleshooting experienceWorking With Children Check and RSA requiredFirst Aid Certificate, or willingness to obtain one, preferredProven right to work in AustraliaIf you are interested, please email the CEO, Greg Fisher at ****** levelMid-Senior levelEmployment typeFull-timeJob functionAdministrativeIndustriesArtists and Writers
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