Training & Administration Assistant

About the role

The SmartCulture® Training & Administration Assistant is proactive, the ultimate organiser and a natural coordinator. You will work closely with our training clients and assist with the day-to-day administration of the business and organisation of our training programs and keynotes, while providing top-notch support to team members, including our facilitators. This is a part-time, mostly work-from-home role. You may also be required to travel into the Sydney CBD and other locations within the Sydney metropolitan area from time to time for client meetings, training support and other work-related requirements.

20 hours per week - 9.30am-1.30pm

Key responsibilities

• Proactively support the Founder with personal assistant tasks and general administration to keep her organised and on track

• Provide exceptional client services from the start of our programs til the end, you will be the key client contact

• Proactively manage the Founder's calendar, including coordinating meetings and travel, liaising with clients, preparing keynote and training materials, scheduling keynotes and events, and sending pre-meeting reminders and follow-ups

• Coordinate and manage travel arrangements for facilitators, including booking flights, car hire and accommodation

• Proactively support the Coordinator and team with administrative tasks, including assisting with the development and updating of training programs and preparing proposals, training materials, templates, feedback surveys and reports

• Proactively support the team to maintain accurate data in the Customer Relationship Management system and other organisational systems, including Google Drive and related processes

• Provide exceptional team support and customer service by anticipating the needs of the Founder, team members and clients, planning ahead and being resourceful

• Act as a point of contact for key stakeholder enquiries relating to training matters and provide consistent client contact throughout the customer journey, including efficient communication and follow-ups

• Coordinate and schedule meetings, including meeting preparation and briefing, taking client meeting notes for client files, and typing up notes dictated or provided by the Founder and other team members as required

• Attend client meetings, mostly virtually, and support virtual training sessions as a coordinator as required, including taking attendance, providing technical support and assisting with discussions and interactive tools

• Maintain office supplies, run errands, purchase items online, collect and distribute items, and coordinate courier services when needed

About you

• A safe and respectful attitude, as disrespectful behaviour is not tolerated

• Great interpersonal skills and the ability to build effective client and team relationships

• A demonstrated ability to perform administrative tasks with a high level of attention to detail

• A high level of computer literacy, particularly in Google Calendar, Drive, Docs and Sheets

• Proficiency in Zoom, Microsoft Teams, Calendly, Mentimeter and SurveyMonkey, or a willingness to learn how to use these systems

• Experience with Adobe InDesign, or a willingness to learn how to use the program

• Excellent written and verbal communication skills with an excellent level of English proficiency

• The ability to maintain confidentiality and discretion at all times in relation to any sensitive information or material you may encounter in the role

• Superior time management skills

• The ability to work independently and as part of a team

About us

We are a small team and a growing organisation working in the Work Health and Safety (WHS) and workplace culture space. We work together to get the job done to a high standard. Our SmartCulture® values (Belonging, Safety, Respect and Good Fun) are at the core of how we roll every day. Our great workplace culture is designed by us, for us. We take our values seriously. We care about, support and respect each other.

Benefits

• A great company culture driven by authentic values, revolving around richness in contribution, continual improvement, encouraging belonging and respect, keeping each other safe, helping each other succeed, and having fun

• A fun and rewarding role in a fast-growing business, working with a great team

• Company laptop and mobile phone provided