Administration And Office Coordinator - Exciting Challenge - Part-Time

Overview of Role

We're seeking a proactive and organised Administrator Coordinator to join the Royal Geelong Yacht Club. In this role, you'll be responsible for various administrative tasks, including club administration, sponsorship support, and executive assistance to the General Manager.

As our Office Administrator, you'll play a pivotal role in the organization's success. Beyond routine administrative duties, you'll provide essential support for Board Meetings, organizational projects, and sponsor support. 

Join our dynamic team and become an integral part of a forward-thinking environment where your contributions truly matter. If you're ready to elevate your career and be a driving force behind our success, apply now for this exciting opportunity.

Responsible To: General Manager

Job/Task Profile

The customer service and admin support are responsibilities share with a part time role. 

1. Office Administration 

• Engage in a variety of administrative tasks including board meeting reporting, project work, and major event support. 
• Collaborate with the front office administration team to provide exceptional support and assist the event management team. 
• Handle phone enquiries and interact with both internal and external customers. 
• Play a key role in meetings by capturing essential details in meeting notes. 

1. Sponsorship Support 

• Manage relationships with sponsors for the club, our sailing program and our events. 
• Assist in the development and execution of sponsorship proposals and contracts, maintain accurate records of sponsor contacts and agreements. 
• Act as a point of contact for sponsors and ensure prompt and professional communication. 
• Coordinate sponsor involvement in club events and activities, ensuring all sponsor requirements and deliverables are met. 
• Prepare reports on sponsorship activities and outcomes for internal review. 

1. Executive Assistance to the General Manager

Provide top-tier assistance to the General Manager, ensuring seamless decision-making processes and efficient workflow. Your responsibilities will include:

• Executive Level Assistance: Proactively supporting the General Manager with various tasks.
• Report and Correspondence Drafting: Drafting reports and correspondence with precision and professionalism.
• Administrative Project Work: Handling administrative projects and contributing to the success of key initiatives.
• Board Administration Support: Supporting RGYC Board Administration by recording meeting minutes and documenting critical decisions.
• Versatile Duties: Taking on additional duties as directed by the General Manager, demonstrating adaptability, and contributing to the overall success of our organization.

If you are an organized, proactive individual with excellent communication skills and a passion for administrative work and sponsorship support, we encourage you to apply for this dynamic role.

4. Administrative Support 

• Coordinate the club activity schedule and communicate with the Staff, Board and key contractors as required.
• Work with key contractors, and the Venue Manager to plan and deliver external hospitality and meeting events.
• Support with the planning and coordination of club-based events, including (but not limited to) Presentation nights, Club Opening Day, 50 Year Luncheon, and Opening Day. 
• Work with the Major Events to plan and coordinate hospitality functions for Major Events.
• Other duties as reasonably directed. 

Key Selection Criteria (Skills and Competencies)
Essential:
• Experience in a Executive Assistant or Administration type role.
• Experience in Accounts Receivable.
• Strong interpersonal skills with a customer focus.
• Strong organisational skills.
• Proficiency in Microsoft suite of software
• Excellent attention to detail.
• Strong Communication skills.

Desirable:
• Experience in a Membership based organisation
• Experience in function and event coordination

Hours of Work:
Full-Time 38 hours per week. Part Time opportunity may be available. 

Salary, Superannuation and entitlements:

• Statutory superannuation paid into fund of choice. 
• 4 weeks annual leave pro-rata. 

Personal leave and other entitlements in accordance with the relevant Award and conditions.

Royal Geelong Yacht Club is an equal opportunity employer, we are committed to supporting people with disability gain employment and develop their careers with us – if you meet the above requirements, we encourage you to apply. 

Our Club Values:

• UNITY

Members will be unified by decision-making based on consensus and through open and regular communication.

• RESPECT

All members will listen to and acknowledge feedback and treat each other as equal. We will all conduct ourselves by agreed standards and be positive in our thoughts and actions.

• ACCOUNTABILITY

Members and staff will be responsible for their actions by following clear procedures, goals and guidelines.

• PROGRESSIVE

We will pursue an innovative and transformational path, ensuring that our decisions are informed and balanced.

• OPEN

We will be transparent in our decisions and communication to and amongst members. We embrace community involvement with the Club. 

• MARITIME SPIRIT

Maritime Spirit We will respect and celebrate our traditions, yachting history and the maritime spirit and leave a legacy for future generations. 

Please see full job description on our website -

https://rgyc.com.au/about-our-club/careers/