Are you a world class Executive + Personal Assistant and Events Coordinator?

Are you searching for?

• The chance to work in a role that embraces your outstanding skills to juggle multiple tasks and help lead social change?
• The opportunity to work across multiple sectors including the arts, events, creativity and innovation, mental health and business?
• Meaning and purpose through working with a range of charitable, creative and commercial enterprises?
• A chance to support two inspirational Founders and social entrepreneurs and their Family Office?
• A diverse, responsible and challenging role working within a collaborative, small and dynamic team?

If this is you, then please apply for this exciting opportunity!

Then come join us!

The Role

Creative Universe, Mind Medicine Australia and our Family Office are involved in a range of significant enterprises committed to social change, leadership, mental health, arts and creativity. The successful candidate will exclusively assist two dynamic social entrepreneurs and philanthropists, Tania de Jong AM and Peter Hunt AM. Together they have founded multiple successful businesses and creative enterprises and six charities.

We are seeking a world class Executive + Personal Assistant and Events Coordinator. The position involves assisting with administration, marketing, business development, contracting and event management for keynote speeches, webinars, creative team building and leadership programs, a range of conferences and special events, concerts and performances, charitable enterprises, Driftwood The Musical, the world class opera/music theatre group Pot-Pourri, as well as a range of other projects.

Primary Purpose and Responsibilities

The role requires complex diary and travel management including making appointments, booking flights, transfers and organising itineraries, personal support to the Directors, arranging phone, zoom and in-person daily meetings, gathering relevant information needed for meetings (including taking Minutes of Meetings), and contacting various organisations and Government Departments to obtain and relay information and engage with stakeholders.

An integral part of the role is assisting with the organisation of travel, conferences, theatrical and other special events. Working alongside a dedicated event management company, responsibilities include securing partners and official partner liaison, assisting with the overall organisation and promotion of conference/events/ concerts/gala dinners and serving as a contact for artists, speakers, agents, media and publicists.

The successful candidate may have some other assistance from volunteers and interns and will help manage the development of those volunteers and interns.

Typical tasks also include office management, receiving and screening phone calls and welcoming visitors, organising multiple meetings and calls daily, referring enquiries to appropriate sources, strategic client and partner relationship development, composing and typing a variety of correspondence and contracts, brochure and flyer preparation, mail outs, coordinating and updating of marketing collateral and all promotional materials, using a personal computer to perform word processing, spreadsheets, database, email, calendar management, PowerPoint, internet and other specialised functions and using general modern office methods, equipment and procedures. You will also assist with property management and personal support to the Directors.

An ability to provide confidential, loyal and efficient administration, serve as a liaison for venues, provide riders and technical requirements for each individual event, excellent customer service and a confident phone manner are all essential. PR, sales and marketing skills and experience in speaker, entertainment and event management are an advantage.

Candidate Profile

This role will stimulate and reward someone who loves a challenge and is caring, grounded, self-motivated, confident, diplomatic, discreet, tenacious, resilient, service-oriented, highly efficient and computer literate with a positive ‘can-do’, hard-working attitude.

Capability summary and Key Selection Criteria

You will have a minimum of 7 years of relevant work experience as a PA or EA with event experience, outstanding interpersonal, verbal and written communication, negotiation skills and organisational ability. You will have excellent time-management skills and the ability to organise and coordinate multiple projects at once. You will be able to work independently and be a flexible team player who is willing to do what it takes to get the job done.

Passion and experience in working for high profile individuals in the arts, leadership, creativity, innovation, mental health, social enterprise, music and special events industries is an asset.