Operations Administrator

Bus Industry Confederation; Canberra; On-site; AUD 70,000 - 90,000; Full time

Job summary

BIC is seeking an experienced executive assistant to support the CEO and senior team in Canberra. You’ll manage diary, meetings, travel, and coordinate high-profile events, communications and stakeholder relations.

This role requires discretion, outstanding organisational skills and a hands-on, can-do attitude in a fast-paced environment. You’ll work closely with government and industry leaders to keep the office running smoothly.

Qualifications

• Exceptional attention to detail and strong organisational skills.
• Ability to manage the CEO diary, meetings and travel.
• Experience supporting executive leadership and coordinating events, communications and stakeholder engagement.

Responsibilities

• Provide executive and administrative support to the CEO, including diary, meeting and travel management.
• Coordinate appointments, meetings, briefing materials, correspondence, presentations and reports.
• Assist with BIC events coordination, logistics and on-site support.
• Support digital communications and social media content and stakeholder engagement.
• Oversee day-to-day office management and administrative operations.

Skills

Executive support

Diary management

Meetings coordination

Communication

Organisational skills

Discretion

Can-do attitude

MS Office

Tools

MS Office

Canva

Adobe Creative Suite

CRM tools (Glue Up)

Event software

PowerPoint

Job description

Working closely with the CEO and senior team, you’ll be at the heart of the organisation—providing high-level executive support while also contributing to engaging industry events, communications, stakeholder relationships and the smooth day-to‑day running of the office. No two days will be the same, with opportunities to coordinate high-profile events, work with members, government and industry leaders, develop engaging digital content, manage competing priorities and take ownership of a diverse range of projects. We’re looking for someone with exceptional attention to detail, strong communication and organisational skills, sound judgement and discretion, and a genuine “can-do” attitude. If you thrive in a fast‑paced environment, enjoy variety, love making things happen and want a role where your contribution is visible and valued, this could be the perfect opportunity for you.

Duties include:

Executive Assistance – Support the Chief Executive Officer (CEO)

Provide executive and administrative support to the Chief Executive Officer (CEO), including diary, meeting and travel management.

Coordinate appointments, meetings, briefing materials, correspondence, presentations and reports.

Arrange travel, accommodation, itineraries and associated logistics.

Liaise with members, government, industry and other stakeholders on behalf of the CEO.

Maintain confidentiality and exercise discretion in handling sensitive information.

Provide follow‑up and coordination of actions arising from meetings and priorities.

Provide executive assistance as directed by the CEO.

Events – Under the direction of the National Events Manager

Assist with coordination of BIC events, including ministerial lunches and dinners, conferences, summits, forums, workshops, webinars, expos and other industry functions.

Coordinate event materials and communication including eDMs, invitations, run sheets, registrations and RSVPs.

Support event logistics, including venues, catering, accommodation, transport, AV and suppliers.

Liaise with speakers, sponsors, members, venues and suppliers to ensure successful event delivery.

Provide on‑site event support and assist with post‑event follow‑up and reporting.

Be available to work outside normal business hours and travel when required for events.

Communications – Under the direction of the National Communications Manager

Assist with managing BIC’s digital presence, including website and social media content.

Create and coordinate engaging content to promote BIC’s activities, events and initiatives.

Monitor social media, respond to enquiries and maintain professional stakeholder engagement.

Monitor and analyse digital and media activity, providing insights to improve engagement and reach.

Support consistent branding, messaging and visual identity across all communications.

Assist with communications materials, including correspondence, presentations, reports and promotional content.

Support relationships with members, industry partners, government agencies and media.

Office Management & Administration

Provide day‑to‑day office management and administrative support to ensure the efficient operation of BIC.

Coordinate office facilities, supplies, equipment, IT, suppliers and service providers.

Manage correspondence, records, databases, filing systems, calendars and general office documentation.

Maintain a professional, organised and welcoming office environment.

Provide general administrative and operational support, including ad hoc projects as required.

Personal Attributes

Right to work in Australia

Good interpersonal skills and confidence dealing with different stakeholders

Ability to work both in a team and independently, taking responsibility for your own workload

High attention to detail, strong organisational skills and ability to manage time and conflicting deadlines efficiently

Confidence using MS office (Outlook, Word, Excel and Teams)

A proactive, hands‑on approach and willingness to take ownership with a strong “can-do” attitude

Desirable experience (but not essential)

Events Air or other event software

Glue up or experience using other CRMs

CANVA or Adobe creative suite

Other Microsoft software (PowerPoint and Planner)

Survey Monkey, Campaign Monitor or similar software

Hootsuite, Sprout, Buffer or other social media scheduling software

Any further queries in relation to the role can be directed to the Glen Bortolin, National Operations and Policy Manager on *************@bic.asn.au or 0418 151 ***