Personal Assistant / Business Development & Events Officer

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

Job summary

Mind Medicine Australia, Creative Universe and our Family Office are seeking an outstanding Personal Assistant to support two founders with complex diaries, travel and event logistics across arts, health and philanthropy.

You will coordinate bookings for conferences, speeches and performances, manage communications, contracts and marketing follow-ups, and provide confidential administration in a small, dynamic team. 3 days per week, starting now; salary negotiable based on skills and experience.

Qualifications

• Minimum 7 years of relevant PA work with events and business development experience.
• Outstanding communication, negotiation and organisational skills.
• Discreet, caring, resilient, and proactive attitude.

Responsibilities

• Manage complex diaries, travel arrangements and itineraries across time zones.
• Coordinate bookings for conferences, speeches and performances; handle marketing follow-ups.
• Provide confidential administration and liaison with venues, bookers and stakeholders.

Skills

PA experience

Events coordination

Business development

Communication

Organisation

Job description

Are you an outstanding PA with a flair for promotion and a passion for events? Here’s your chance to work alongside two inspiring social entrepreneurs and philanthropists, Tania de Jong AM and Peter Hunt AM, across Mind Medicine Australia, Creative Universe and their Family Office.

No two days are the same. You’ll manage complex diaries and travel, build relationships with clients and bookers, and coordinate keynote speeches, conferences, concerts and special events, including for world-class opera and music theatre group Pot-Pourri. It’s a role with real meaning and purpose, spanning the arts, creativity and innovation, mental health and business.

What we’re looking for:

• 7+ years’ experience as a PA, with events and business development experience
• Outstanding communication, negotiation and organisational skills
• A caring, discreet, resilient and can-do attitude
• 3 days per week | Starting now | Salary negotiable

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?

THE ROLE

Creative Universe, Mind Medicine Australia and 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.

Applications will be considered in order of receipt. This 3-day per week position is available for commencement now. Salary is negotiable depending on skills and experience.