Overview

Position Title

Event and Administration Assistant

Location

Hybrid 3 days in office 2 days from home, early evening events – Sydney based Office (Surry Hills)

Employment Type

Contract (2 years initially)

Time Fraction 0.7FTE to 0.8FTE (26.5 hrs to 30.4hrs)

Part Time – 4 to 5 days / week (8:30am – 3.00pm including flexible hours for evening events)

Annual Salary Bracket 1 FTE

$62’000 to $70’000 plus superannuation (pro rated)

• Do you thrive on checking off tasks from your to-do list and accomplishing goals?

• Are you organised and excel in communication?

• Do you enjoy administrative tasks and have a supportive nature?

• Do you like handling diverse tasks and assisting in the delivery of both online and in-person events?

• Are you interested in joining a company with a sustainable mission that supports the future of the community?

• Are you ready to take your next step and growing your admin and events skills and joining an enthusiastic team?

Planning Institute of Australia

The Planning Institute of Australia (PIA) is the national not-for-profit body representing planning and the planning profession. We represent over 1,850 members in NSW and ACT, planners in private, public and academic sectors. The team at PIA work together planning and delivering events, education programs, as well as coordinating policy and advocacy campaigns to the benefit of our members, doing our part to profile their crucial role in creating great sustainable places that communities of today and tomorrow love to live in.

Our mission is to inspire planners and elevate their role in shaping Australia’s future. We do this through championing the value of planning, leading the profession, strong advocacy, and contemporary education.

Our mighty team in collaboration with our executive members deliver around 70 webinars, courses, information sessions, Government briefings a year, both online and in person, regular monthly face to face events in Sydney Metro and regionally as well as

an annual State Conference attracting over 200 attendees, as well as celebratory Awards nights attended by around 300 guests in Sydney.

PIA has around 30 staff nationwide, 5 staff in NSW and ACT, and we connect with more than 10,000 planning professionals annually.

What current PIA Staff would like to share with future candidates:

“Working as part of the PIA NSW team is a rewarding experience that allows me to contribute to the planning profession, put my skills to organise a variety of events for our members and stakeholders, and collaborate with a supportive network of colleagues and volunteers across the state and the nation. We have fun doing what we do, and always thrive to do things better!

"There's a great teamwork culture at PIA, even though we're spread across the country, I also love knowing I'm part of an Institute that helps support the valuable work planners do for our places and future."

Position overview

PIA is seeking an enthusiastic and motivated individual to support the events delivery and administrative functions of our dynamic NSW and ACT team based in Sydney on a part-time basis. This key role ensures the effective day-to-day operations of the PIA NSW and ACT Division. We are looking for an organised, responsible, and professional team member to provide events delivery and administrative support to our team to deliver our calendar of events and priority programs in ACT and NSW. The ideal candidate will be mature, adaptable, focused and possess excellent communication skills.

This is an exciting opportunity for someone who is organised and a great communicator, who enjoys a variety of tasks, working as part of an efficient team in our office in Surry Hills whilst also enjoy the flexibility of working from home 2 days a week, attend to delivery corporate events in person in the later afternoon, early evenings, someone who is efficient, reliable and independent. This role requires flexibility and some work hours will be carried out later in the afternoon or in the evening to provide support to events program.

The PIA NSW and ACT divisions deliver a range of events to its members, including but not limited to, online and in-person courses, face to face networking corporate events, briefings, and webinar sessions, small to large social functions, annual Awards and State Conference. The team also collaborate with a large group of volunteers as part of committees and working groups to deliver events, provide members service and advocate to Government.

What you’ll be doing

Office Administration / Membership admin support:

• Providing administrative support to the NSW/ACT division team

• Data records of key contacts and membership in CRM (emails bounced back, key stakeholders contact lists, magazine’s opt outs…) Liaise with members to correct and update database records

• Files management: save bios, pictures, maintain website content up to date and on branding. Keep up to date folder, Google form, create event feedback forms with Google forms.

• Update and maintain the PIA NSW and ACT admin webpages with accurate content

• Inbox Management: Monitor, reply to, and sort emails in the shared inbox.

• Shared phone lines management, screening telephone calls, dealing with general public and member enquiries

• Invoice Management: Chase invoices, manage debt, and check pending payments monthly

• Assist with ad-hoc projects and administration tasks

Events & Projects based tasks:

• Conference and Awards: Assist with formatting, organising and sorting nominations and abstracts, communicate and follow up with nominees as required.

• Events planning and delivery support: Support the events manager and coordinator with events planning and delivery. This includes online events and attendance to events in person late afternoons, early evenings.

• Monthly Membership Emails: Send out monthly emails in a timely manner and regularly.

• Monthly e-news message contributions to gather and format as required

• New Planner Quarterly Magazine: Assist with Article submissions, assisting with formatting liaising with editorial team, graphic designer, printer to source quotes and timely deliver on budget the magazine quarterly to members. Maintain records, lists and perform basic editing.

• Become a Planner program: collaborate event coordinator and with volunteers to coordinate members visits to schools.

Support to Manager:

• Send or update calendar invitations

• Keep records of meetings for reporting purposes

• Provide secretariat support for preparation of agenda, minutes

• Other administrative tasks as directed

Who we’re looking for:

Someone who is efficient, energetic, independent, focused, detail-oriented, professional and wants to make a difference. A motivated individual ready to join a small and passionate team to play your part in promoting the planning profession through PIA NSW and ACT programs.

Basic principles and values

• Excellent communication and interpersonal skills, with the ability to collaborate effectively with team members and stakeholders.

• Experience in both administration and events would be necessary.

• Ability to show initiative as well as the ability to collaborate efficiently.

• Ability to be proactive, flexible and agile.

• Excellent planning and organisational skills and problem-solving capabilities

• Demonstrate an honest and active work ethic.

• Use common sense approach

• Efficient process driven and keen to meet deadlines with good time management skills

• Embrace change and seek to improve existing processes / procedures for the benefit of the business

• Strong internal and external customer/ member service orientation and preparedness to go the extra mile

• Strong attention to detail and ability to manage multiple projects simultaneously.

• Proven and experience ability to work efficiently remotely

• Demonstrated high-level proficiency in MS Word, Mail merge, MS Excel, Adobe, Outlook calendar, Dropbox

• A well-presented team player with maturity; and the ability to establish co-operative and productive working relationships with staff, members and volunteer officials and committees

• Familiarity with content management systems (CMS) and website platforms (with experience working in IMIS and Higher Logic desirable but not essential).

• Website update and online event set up.

• Experience with various editing programs such as Canva, video editors for social media desirable.

Competencies:

• Communication: Is able to write and speak clearly and succinctly in a variety of communication settings and styles; can get messages across that have the desired effect either via written communications, emails and over the phone.

• Time Management: Uses their time effectively and efficiently; values time; concentrates their efforts on the more important priorities; gets more done in less time than others; can attend to a broader range of activities.

• Organising: Can marshal resources (people, funding, material, support) to get things done; can orchestrate multiple activities at once to accomplish a goal.

• Events planning, organising and delivery skills. To assist with event registrations, website update, communications to members regarding event, liaise with suppliers, interact with members at events in terms of customer service skills, reporting on attendance.

Benefits:

Working for PIA includes some great benefits, including a supportive team culture and a strong focus on work-life balance. Other benefits of this role include:

• Impactful projects: Engage in NSW and ACT significant projects that contribute to the development and advancement of planning practices in Australia.

• Collaborative environment: Work closely with a dedicated, supportive, and passionate team committed to making a positive impact in the planning sector. Work mainly from home as well as from our central office in Surry Hills.

• Professional development: Opportunities to enhance project management skills and knowledge through training and professional development initiatives.

• Access to Employee Assistance Program

How to apply

To apply, please submit your resume and a cover letter addressed to the NSW State Manager, Tessa Faucheur by 7th May 2025 COB. Please submit both documents separately in your application.

Only shortlisted candidates will be contacted for an interview, applications without a separate cover letter addressing the principles, values and competences will not be considered.

Find out more about PIA: https://www.planning.org.au/

And Become a Planner program: https://becomeaplanner.com.au/