Job Title

Bookings Assistant

Employment

Type: Permanent-part time, 0.4 FTE

Salary: $57,750 per annum full time equivalent (FTE)

Hours of work: 15.2 hours per week. The required hours must be worked on Mondays and Tuesdays only and must include 7:00am to 8:30am on both days (non-negotiable). Additional hours may be worked between 8:30am and 5:00pm on the same days.

Start date: Monday 1st September 2025.

Location: We are an online business, connecting daily through Microsoft Teams and regularly at co-working spaces and whole-of-business events. We expect most of your time to be spent working from home, except for occasional expectations to attend pre-arranged co-working spaces, meetings or events with other GrantEd staff. You may be required to attend whole-of-business events 2-3 times per year, travelling interstate if required (expenses paid).

About us

At GrantEd our main claim to fame is helping thousands of brilliant researchers over the past ten years win over a billion dollars in competitive research funding and confidently take control of their careers. Why do we do this work? Because great research can change the world. We’re passionate about seeing important research get funded.

GrantEd provides strategic reviews of hundreds of grant applications annually – some worth only a few hundred thousand dollars and some worth millions. We have run ~400 workshops and seminars over the last ten years with a focus on funding and researcher career development – garnering exemplary feedback about their practical usefulness along the way.

We are an Australian company, founded by Dr Lyn Airey and Kirsten Bartlett in 2014. We have staff scattered across various parts of Australia.

Vision

To transform possibilities into reality

Mission

To be trusted advisors to our clients. We strive to provide practical advice and exceptional service to accelerate their success. We aim to delight the people and teams we work with.

Values

Intelligence, Integrity, Reliability, Respect, Fun

The GrantEd Group is now in a period of rapid growth. We have built a company renowned for our quality, professionalism and reliability and are looking for new team players who can emulate those qualities and join us in nurturing our current clients and building new business.

Responsibilities

As GrantEd’s Bookings Assistant you will be responsible for:

Bookings administration

Manage Sprint Research Grant Development Program squad intakes on Curio platform and in Asana

Manage masterclass intakes

Set up, maintain and manage templates in Asana

Set reviews, workshops etc up in Asana

Load incoming applicant files to SharePoint, respond to sender email, update Asana tasks

Load final versions of applications to SharePoint

Manage workshops and seminar logistics

Manage client/applicant access to products on Thinkific, including enabling guides/seminars access to applicants as part of service packages

Manage SimplyBookMe and front facing WP bookings website

Other administration duties as required.

Strategy and continuous improvement

Assess and recommend improvement needs

Plan annual strategic planning sessions

Report on strategic planning sessions

Link personal enquiries received by team to the client relationships team.

Required skills and experience

Technical Skills

Proven high-level computer literacy, including advanced knowledge of Microsoft Word, Excel and SharePoint (or similar cloud-based systems for secure file storage and sharing)

Proven experience using Asana or other project/task management platforms to coordinate workflows

Experience managing online learning platforms such as Thinkific, including user and content access

Familiarity with online scheduling tools such as SimplyBookMe (or similar) for booking management

Basic familiarity with Wix or other web design software.

Interpersonal & Communication Skills

Ability to liaise with clients and applicants in a professional, respectful manner, responding confidently to changing needs

Proven ability to communicate clearly and professionally via email (Microsoft Outlook) and other platforms (e.g. Teams, Zoom)

Strong written communication skills with an excellent grasp of Australian and international spelling, punctuation, and grammar rules

Ability to escalate or redirect enquiries appropriately, including passing relevant client contacts to the Client Relationships and Workflow Lead.

Organisational & Administrative Skills

Proven high level of organisation and time management

Proven ability to prioritise multiple administrative tasks

Proven ability to manage detailed records accurately, including applicant data, bookings, and document handling

Experience following and improving operational processes, particularly in template or intake management

Experience supporting workshop and/or seminar (both in-person and virtual) logistics

Capacity to handle confidential information discreetly and responsibly.

Initiative & Team Contribution

Proven ability to work independently and self-motivate in a support-focused role

Willingness to contribute to process improvement and flag inefficiencies or enhancement opportunities

Ability to support planning sessions, meeting delivery, and other internal initiatives when required

A collaborative team member who leads by example to promote a positive and collegial work environment.

Reporting

You will report directly to GrantEd’s Client Relationships and Workflow Manager.

Equal Opportunity

The GrantEd Group is an equal opportunity employer and encourage applicants with a disability, women, First Nations people, people who identify as LGBTIQ+ and those from culturally and linguistically diverse backgrounds.

Application Instructions

Please email us at [email protected] with:

your CV (no more than two A4 pages)

one A4 page detailing:

when, where and how you have gained the required skills and experience, listed above

how your previous/current managers and colleagues would describe your approach to administrative support

how you have the capacity to be available at the non-negotiable hours of work, stated above.

We will acknowledge receipt of your email and if you proceed to phone interview then we will be in touch to organise a mutually convenient time for a call.

Further enquiries about the role can be directed to our Client Relationships and Workflow Manager, Linda Andonopoulos on 0400 115 524 or [email protected].