About Whitehouse Institute of Design, Australia

Whitehouse Institute of Design, Australia is a premier higher education provider delivering specialist design education since 1988. With campuses in Sydney, Melbourne, and Brisbane, we are committed to fostering the next generation of Australian and international design talent. Our hands-on, studio-based learning environment, industry connections, and personalised education model set us apart.

Position Summary

We are seeking an experienced, professional, and highly organised Receptionist & Campus Operations Assistant to be the first point of contact at our design campus. This role is central to the smooth day-to-day functioning of the Institute and plays a key part in creating a welcoming, polished, and efficient front-of-house experience for students, staff, and visitors.

The successful candidate will have a minimum of 5 years’ experience in administrative, operations or personal assistant roles, ideally within an education, design, or creative industry setting. This position is ideal for someone with excellent interpersonal skills, strong attention to detail, and the ability to juggle multiple priorities while maintaining a calm and professional presence.

Key Responsibilities

Reception & Front of House

Serve as the first point of contact for all visitors, students, and staff in a courteous and professional manner.

Manage incoming phone calls, email correspondence, and walk-in inquiries.

Maintain a polished, welcoming reception area at all times.

Administration & Personal Assistance

Provide administrative and general support to Campus Management, Executive Team and Academic Coordinators as required.

Schedule appointments, manage calendars, and assist with diary coordination for senior staff.

Assist with meeting preparation, agendas, and minute-taking as needed.

Campus Operations Support

Assist in daily campus operations including coordination of deliveries, facilities issues, room bookings, and building maintenance requests.

Liaise with external contractors, cleaning staff, and CEO to ensure smooth running of campus services.

Maintain accurate records for campus inventory, student ID card printing, staff access passes, and equipment registers.

Student and Academic Support

Assist academic staff and the student services team with enrolment days, events, open houses, and orientation activities.

Help facilitate communication between students and academic teams where required.

Support the preparation and distribution of academic materials and student communications.

Event and Studio Coordination

Support the coordination of in-house events such as exhibitions, photoshoots, guest lectures, and workshops.

Monitor the cleanliness and presentation of common areas, studios, and shared spaces.

Key Selection Criteria

Minimum 5 years of experience in a receptionist, operations, administration or executive assistant role.

Experience in an education or creative/design sector is highly desirable.

Excellent written and verbal communication skills.

Highly professional personal presentation and manner.

Exceptional organisation and multitasking abilities.

Strong proficiency in Microsoft Office Suite 365 (Word, Excel, Outlook), Google Workspace, and general office systems.

Ability to remain calm and efficient under pressure in a fast-paced environment.

Strong problem-solving skills with a proactive approach to operations and support.

Ability to exercise discretion and maintain confidentiality at all times.

Desirable Attributes

A passion for design, fashion, interiors or the creative industries.

Experience using student management systems or CRM platforms.

First Aid Certificate or willingness to obtain.

Why Join Whitehouse

Be part of a creative, dynamic, and purpose-driven team.

Work in a stylish, design-focused environment.

Access professional development opportunities and participate in creative events and exhibitions.

Play a vital role in shaping the student experience at one of Australia’s most respected independent design schools.