Role: Program Administration Assistant
Start Date: Immediate
Commitment: Permanent Full-time
Hours: Monday to Friday 9am to 5pm
Location: Fremantle
Role Purpose
The Office Assistant is the first point of contact for participants, families, and visitors, playing a vital role in shaping their initial experience with the organisation. The role ensures communication channels are responsive, the office is welcoming and well-maintained, and daily operations run efficiently. This position provides broad administrative support across programs, projects, and HR functions, contributes to event coordination, and offers direct assistance to the CEO and management team as required.
Desirable Skills and Experience
- Administration/reception experience
- Strong skills using Microsoft Office Suite
- Excellent communication skills - both written and verbal
- High attention to detail and ability to meet deadlines
- Excellent customer service skills
- Ability to work in a fast-paced high pressure environment
INDIVIDUAL CORE ACCOUNTABILITIES Reception & Communications
- Answer/triage incoming phone calls, manage general email inboxes monitor post box and other mail
- Distribute calls, messages, and emails to relevant staff in a timely manner
- Provide initial information about services and programs to enquirers in a qualified and friendly manner
- General visitor reception including greeting participants, families, guests, and new staff upon arrival.
Office & Facility Management
- Maintain a clean, organised, safe and welcoming office/program environment
- Oversee office supply stock and order as needed
- Coordinate basic maintenance, repairs, or supplier liaison for office facilities
- Liaise with property/building managers regarding workspace needs.
Administrative Support
- Assist staff with general administrative tasks
- Support meeting, program and event logistics, including venue bookings and catering coordination
- Help prepare documentation for projects, meetings, and communications.
Program & Event Support
- Support logistics and admin tasks related to programs and events
- Assist with delegated tasks for project delivery, marketing mailouts, and grant application administration.
HR & Program Onboarding Support
- Assist with administrative tasks related to staff and volunteer onboarding
- Provide administrative support for student and volunteer records, as directed
- Assist with volunteer/community events and other recruitment strategies.
Executive & Management Support
- Provide assistant support to the CEO
- Undertake other delegated tasks to assist managers in their day-to-day responsibilities.
After submitting your application, you will receive an email with a set of screening questions. Please provide answers to these questions at your earliest convenience so hat your application can progress. Please note that applications that have not included answers to the screening questions will not progress further. If you have any queries regarding this role, please contact our office on 08 9431 2111.
Company Overview
Please visit https://www.spectrumspace.org.au/ for more information