Executive Personal Assistant, Events & Business Development

Mind Medicine; Melbourne; On-site; AUD 60,000 - 90,000; Part time

Job summary

Mind Medicine Australia and Creative Universe seek an outstanding Personal Assistant with strong promotion skills and events coordination experience to support two social entrepreneurs and their Family Office. The role involves diary/travel management, business development, and event coordination for conferences, webinars, and performances.

The successful candidate will be based in Melbourne, working three days per week, with responsibilities spanning admin, sales, marketing follow-ups, and

Qualifications

• Minimum 7 years' experience as a PA with event and business development exposure.
• Excellent interpersonal, verbal and written communication skills.
• Ability to manage complex diaries and international travel logistics.
• Strong organisation, negotiation and mult-tasking abilities.
• Experience in arts, leadership, innovation or mental health sectors is a plus.

Responsibilities

• Provide diary and travel management across time zones, including flights and itineraries.
• Support Directors with meetings, notes, and follow-up actions.
• Coordinate travel, conferences, events and speaker bookings.
• Lead outreach to prospective bookers and partners for events.
• Update marketing collateral, contracts, and promotional materials.

Skills

Diary management

Event coordination

Business development

Marketing calls

Sales outreach

Travel planning

Stakeholder management

Negotiation

Administrative support

Communications

Tools

PowerPoint

Microsoft Office

Zoom

CRM basics

Job description

Personal Assistant / Business Development And Events Officer

Are you an outstanding personal assistant, with excellent promotion skills and events coordination experience?

Are you an outstanding personal assistant, with excellent promotion skills and events coordination experience?

Are you searching for?

• The chance to work in a role that embraces your outstanding administrative, marketing and organisation skills to juggle multiple tasks and events?

• The opportunity to work across multiple sectors including the arts, events, creativity and innovation, mental health and business?

• Meaning and purpose through working with a range of charitable, creative and commercial enterprises?

• A chance to support two inspirational Founders and social entrepreneurs and their Family Office?

• A diverse, responsible and challenging role working within a collaborative, small and dynamic team?

If this is you, then please apply for this exciting opportunity!

THE ROLE

Creative Universe, Mind Medicine Australiaand our Family Office are involved in a range of significant enterprises committed to social change, leadership, mental health, arts and creativity. The successful candidate will exclusively assist two dynamic social entrepreneurs and philanthropists, Tania de Jong AM and Peter Hunt AM. Together they have founded multiple successful businesses and creative enterprises and six charities.

We are seeking an outstanding Personal Assistant with excellent promotion skills and events coordination experience. The position involves assisting with administration, sales and marketing calls and follow up with potential bookers, business development, contracting and event coordination for keynote speeches, webinars, creative team building and leadership programs, a range of conferences and special events, concerts and performances, charitable enterprises, world class opera/music theatre group Pot-Pourri, as well as a range of other projects.

PRIMARY PURPOSE AND RESPONSIBILITIES

The role requires complex diary and travel management including making appointments in different time zones, booking flights, transfers and organising itineraries, personal support to the Directors, arranging phone, zoom and in-person daily meetings, gathering relevant information needed for meetings (including taking notes and action steps from calls, zooms and meetings), and contacting various organisations and Government Departments to obtain and relay information and engage with stakeholders.

An integral part of the role is assisting with the organisation of travel, conferences, theatrical performances, keynote speeches and other workshops and special events. You will also be outstanding at business development and persistent reach out to potential and existing clients and partners.

Typical tasks include office management, receiving and screening phone calls and welcoming visitors, organising multiple meetings and calls daily, outreach via phone to key prospective bookers and previous clients, taking accurate enquiries, composing and typing a variety of correspondence and contracts, email merge content and send out to specific prospects and clients, coordinating and updating of marketing collateral and all promotional materials, using a personal computer to perform word processing, spreadsheets, database, email, calendar management, PowerPoint, internet and other specialised functions and using general modern office methods, equipment and procedures. You will also assist with property management and personal support to the Directors.

An ability to provide confidential, loyal and efficient administration, serve as a liaison for venues, provide riders and technical requirements for each individual event, excellent customer service and a confident and personable phone manner are all essential. PR, sales and marketing skills and experience in speaker, entertainment and event coordination and securing bookings for performers/speakers will give you a significant advantage in securing this role.

CANDIDATE PROFILE

This role will stimulate and reward someone who loves a challenge and is caring, grounded, self-motivated, confident, persuasive, diplomatic, discreet, accurate, tenacious, resilient, service-oriented, highly efficient and computer literate with a positive ‘can-do’, hard-working attitude.

CAPABILITY SUMMARY AND KEY SELECTION CRITERIA

You will have a minimum of 7 years of relevant work experience as a PA with event and business development experience, outstanding interpersonal, verbal and written communication, negotiation skills and organisational ability. You will have excellent time-management skills and the ability to organise and coordinate multiple tasks at once. You will be able to work independently and be a flexible team player who is willing to do what it takes to get the job done.

Passion and experience in working for high profile individuals in the arts, leadership, creativity, innovation, mental health, social enterprise, music and special events industries is an asset.

APPLICATION PROCESS

Applications will be considered in order of receipt. This 3-day per week position is available for commencement now, so maximise your chances by applying NOW! Salary is negotiable depending on skills and experience. Please address all questions via email only.

The successful applicant will be based at our Melbourne office.

To be considered, please submit your resume and a cover letter outlining specific relevant experience and five reasons why you are perfect for this position and your expected salary range via the"Apply Now"button.

Applications will be reviewed in order of receipt. This new role is available now.

Be careful - Don’t provide your bank or credit card details when applying for jobs. Don't transfer any money or complete suspicious online surveys. If you see something suspicious, report this job ad .