Join Our Mission: Programs Administration Assistant Opportunity at SBMS - Helping Small Business.

About SBMS:

The Small Business Mentoring Service (SBMS) is a highly regarded not-for-profit organisation dedicated to supporting the heart of our local communities and Australia's economic engine - small businesses. SBMS is driven by our mission to empower business owners to build resilient, prosperous, and sustainable businesses by providing affordable, accessible, and high-quality mentoring through our network of volunteer mentors.

What we offer:

• Impactful Work: Make a tangible difference in the lives of small business owners and the wider community.
• Growth Opportunities: Benefit from the opportunity to grow within a supportive environment.
• Flexible Work Environment: Enjoy the flexibility of a part-time (0.75 FTE) role across 4-5 days per week based in our Melbourne CBD support office, with the option to work-from-home 1-2 days per week.

The Role:

We are looking for a highly organised and proactive Programs Administration Assistant to support the delivery and coordination of SBMS’ mentoring programs. This role is ideal for someone who enjoys working in a dynamic environment, engaging with a wide range of stakeholders, and ensuring the seamless administration of our mentoring services. You will play a crucial role in maintaining operational efficiency, liaising with mentors, partners, and clients, and supporting program delivery to help small businesses thrive.

Key Responsibilities:

• Program & Event Coordination – Support the scheduling and coordination of mentoring programs and events, ensuring efficient delivery that meets client and partner expectations. Assist in mentor assignments to align with program needs.
• Administrative Support – Manage program-related communications, track client bookings, and maintain accurate program records. Provide administrative assistance for partner agreements, proposals, and reporting.
• Stakeholder Engagement – Act as the first point of contact for mentors, clients, and partners, responding to queries promptly and professionally to ensure a high standard of service.
• Data & Reporting – Maintain up-to-date records using platforms like Monday.com, track program activity, and prepare reports to support program evaluation and continuous improvement.
• Event Logistics & Coordination – Assist with the planning, communication, and administration of mentoring events, ensuring all logistical details are well managed.
• General Administration & Team Support – Provide broader administrative support across the organisation, acting as a backup for key functions within SBMS’ small, collaborative support team.

Ideal Candidate:

• A motivated professional with at least 2 years' experience in administration, program coordination, or client services—ideally within a not-for-profit, local government, or community-focused organisation.
• Excellent organisational and communication skills, with the ability to manage multiple priorities effectively.
• Strong attention to detail, problem-solving ability, and a proactive approach to improving processes.
• Proficiency in MS Office and experience using CRM or work management platforms (e.g., Monday.com or similar).
• A genuine interest in supporting small businesses, with an appreciation for the challenges and opportunities they face.
• Professional appearance and manner, with strong interpersonal skills and the ability to confidently represent SBMS at meetings and events with partners, mentors, and the small business community as required.

Application Process:

If you’re looking to contribute to a meaningful cause and possess the dynamism and skills we seek, we would love to hear from you. Please submit your CV and a cover letter explaining why you’re the perfect fit for SBMS. Only applications which include a cover letter addressing the selection criteria and a CV will be considered.

Diversity Statement:

SBMS is committed to diversity and is proud to be an equal opportunity employer.