Executive & Business Support Specialist

MAP Co values the unique backgrounds, experiences and contributions that each person brings to our community and encourage and celebrate diversity. First Nations people, those identifying as LGBTQIA+, women, people of all ages, with disability and culturally and linguistically diverse people are encouraged to apply. Our aim is to create a workforce that reflects the community in which we live. 

Organisation Overview  

MAP Co is a state government entity responsible for the delivery of the Melbourne Arts Precinct Transformation project as well as the operations, programming, promotion and maintenance of Federation Square and the new Melbourne Arts Precinct public spaces.  

Set to boost Melbourne's standing as a creative and cultural capital and to harness the immense potential of one of the most vibrant arts corridors in the world, MAP Co is delivering capital projects including the $1.7 billion Melbourne Arts Precinct Transformation project that includes, The Fox: NGV Contemporary, a new gallery dedicated to contemporary art and design; an 18,000 square metre public open space in the heart of the precinct; significant upgrades to the State Theatre; and new restaurants and bars throughout the space. 

Federation Square supports a diverse mix of businesses that service residents, CBD workers and local and international visitors alike. It is proudly home to nationally significant resident cultural institutions the Koorie Heritage Trust (KHT), the Ian Potter Centre: NGV Australia (NGVA) and the Australian Centre for the Moving Image (ACMI). MAP Co works collaboratively with these organisations to support and leverage a wholistic approach to precinct programming. 

About the Role 

MAP Co is seeking an Executive & Business Support Specialist to play a vital role in the overall management and logistics for the MAP Co Corporate Communications Team and the broader organisation as a whole. The role requires flexibility and capability across a range of skillsets including, but not limited to, event planning, office management, systems management and training, scheduling, secretariat support and customer and community engagement.

Key Responsibilities and Accountabilities:

Secretariat and Administrative

• Provide support to both the Director Corporate Communications and the Director of Programming & Interpretation including meeting scheduling and email management.
• Deliver secretariat services on behalf of Director Corporate Communications and Director of Programming & Interpretation for internal and external stakeholder meetings including venue management, AV preparation, preparation of agendas, minute taking and support for presentations
• Provide logistics and administration support to the Corporate Communications team and other MAP Co teams as required

• Support stakeholder and community engagement activities for the MAPT project including pop-up events, community info sessions and media events
• Liaise with important stakeholders, project partners on behalf of the Director Corporate Communications
• Managing the MAP Co Social Club quarterly events with the Director's oversight
• Support VIP and stakeholder precinct tours (including management of PPE)

• Researching key trends and analysis of the competitor landscape to provide insights to support Fed Square's marketing
• Respond to and effectively manage all enquires received via our visitor management systems by phone, info@ inbox and Chatbot
• Management of the Case Management System (CMS)

• New employee onboarding
• Drafting external communications for approval by Corp Comms media or director
• Manage maintenance and upgrades on digital platforms for efficiency
• Manage business expenses

A full position description will be provided to shortlisted applicants.

Key Selection Criteria

• Demonstrated experience in providing excellent administrative support in a fast-paced environment, successfully prioritising tasks, and meeting deadlines
• High-level communication skills and experience liaising with Executives, internal and external stakeholders, demonstrating initiative, discretion, and a high level of confidentiality at all times
• Proficient in the use of MS Office Suite, productivity tools, and experience in the use of CSM or similar software
• Ability to produce high-quality work with very strong attention to detail; experience editing and producing documentation to Board standard
• Confident team player who can collaborate and communicate within a team environment. Embrace a professional, proactive attitude and approach, be flexible and willing to ‘roll up your sleeves' to ensure the success of the whole team
• Comfortable to work autonomously when required.

Financial Delegation

Operational expenditure (procurements of goods, services, capital works & asset subject to delegation restrictions): $5,000

Desired Experience/Qualifications

• At least 3 years of experience providing high-level Executive support
• Bachelor's degree or equivalent practical experience.
• Ability to work in a fast-paced environment
• Ability to work across varied sectors and topics
• A strong communicator with important stakeholders and different audiences

Health and Safety Requirements

Mostly sedentary desk work due to job requirements.

Position Specific Requirements

From time to time out of business hours availability will be required to attend scheduled Fed Square and MAPT events, manage media calls and call-out requirements. The MAP Co TOIL policy will be utilised to manage any hours that are outside of normal working hours.

Recruitment process

You can read more about our recruitment process at this link: Fed Square

Please let us know in your cover letter if you require any reasonable adjustments to the recruitment process or the role. MAP Co is committed to ensuring that all applicants are afforded an equitable opportunity to be considered for our roles.

MAP co will undertake background checks on the successful candidate in line with requirements set by the Office of the Victorian Information Commissioner (OVIC).

Applications

Kindly note that applications will be reviewed for short listing throughout the advertisement period, so we encourage applicants to apply without delay. 

Please provide a covering letter (maximum 1 page) and your resume (maximum 4 pages). 

Application closes date Wednesday 10 April 2024 at 5pm.

We respectfully request no agency approaches.