COMPANY OVERVIEW

Qtopia 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 OVERVIEW

Qtopia 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. Whilst your priority will be to work with the CEO on appointment management and administrative tasks, 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 set up 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.

This role is required to be in office five days per week.

ROLES/RESPONSIBILITIES

Support to CEO

• Act as the primary point of contact between the CEO and internal/external stakeholders
• Manage and coordinate the CEO’s schedule, including calendar appointments and travel arrangements
• Prepare and organise documents, reports and presentations for meetings, ensuring accuracy and professional presentation
• Greet visitors and set up meetings for the CEO, including technical set up where required
• Coordinate scheduling of team meetings and ensure effective flow of information to Directors and Team
• Manage filing systems and office coordination
• Maintain professionalism and strict confidentiality with all materials
• Compile Board Reports for delivery to the CEO

Support of Greater Team

• Provide administrative support to the Artistic and Programs Director and Curatorial Director as available
• Management of general email address ([email protected]), including responsibility to reply to all emails, where relevant, introducing other team members into the conversation
• Assist with creation of documents and graphics in Canva
• Coordinate invitations including, but not limited to, compiling invitation lists, sending invitations and tracking replies, and being present on event day as required

Office Management

• First port of call for answering the phone and front door
• Supervise and manage the office environment, ensuring smooth day-to-day operations
• Order office and kitchen supplies and manage inventory
• Coordinate with IT support for office systems, troubleshooting minor issues and assisting team members with technical requirements
• Maintain efficient filing systems for easy document retrieval
• Maintenance of databases ensuring that they are up to date and relevant at all times

Event Bookings

• Manage all event enquiries
• Coordinate catering where required
• Creation of run sheets for all events
• Support the set up

Qualifications and Skills

• Proven experience in a similar role
• Proficiency in MS Office Suite, particularly with advanced knowledge of Excel
• Proficiency in using Canva or other graphic design program to create content
• Excellent written and verbal communication skills
• Strong organisational abilities and attention to detail
• Ability to multi-task, prioritise and work efficiently under pressure
• Basic IT troubleshooting experience
• Drivers Licence required
• Working With Children Check and RSA required
• First Aid Certificate, or willingness to obtain one, preferred
• Proven right to work in Australia

A position description is attached.