Executive & HR Support Coord – Sovereign Hill

Vacancy Details
Closing Date
21/09/2025 12:00 am
Institution
Sovereign Hill Museums Association
Salary
TBA
Employment status
Full-time ongoing
Location
Ballarat, VIC
Contact name
Ms Shin Siah, Executive Assistant – CEO and Deputy CEO
Contact email
[email protected]
The Sovereign Hill Museums Association is a not-for profit community-based organisation that includes: Sovereign Hill Outdoor Museum, Sovereign Hill Hotel, AURA and Narmbool, the Australian Centre for Rare Trades and Arts and the Australian Centre for Gold Rush Collections. It cares for a nationally and internationally significant collection of over 150,000 objects and protects the tangible and intangible cultural heritage of the Victorian gold rush.

We are an Australian tourism icon that attracts some 500,000 visitors annually. The Outdoor Museum is internationally renowned as a living museum featuring rare trades, and programs and experiences that interpret a pivotal point in Australia’s history. In all, some 350 staff work to bring our gold-rush story to life. They are supported by over 250 volunteers.

Job description:

The Executive and HR Support Coordinator plays a crucial role in streamlining administrative activities and enhancing the efficiency of the SHMA Executive team. This position is responsible for providing administrative support to our Executive team, including managing diaries, handling expenses, and performing general administrative tasks. Additionally, the role encompasses administration support for the HR function, office management and greeting duties for visitors to our Brightview office, ensuring a well-maintained and welcoming environment for all visitors and staff. The Executive and HR Support Coordinator will also facilitate preparation for Executive meetings and events, ensuring they run smoothly and effectively.

Job tasks and responsibilities

Executive Support
  • Provide administrative support to SHMA Executives, including managing calendars, processing expenses, and handling a variety of administrative duties.
  • Assist in the coordination and preparation of Executive and SLT meetings and events, including setting up meeting rooms, arranging necessary materials, and organising catering.
  • Maintain organised filing systems and manage the flow of information to and from the Executive office, ensuring confidentiality and timely access to documents.
  • Support CFO to engage with members and ensure timely renewals, maintaining accurate records as required.
  • Support data entry and reporting within the CRM.
Office and Reception Management
  • Manage front office activities, including handling mail, overseeing office supplies, and greeting and directing visitors within the Brightview waiting area.
  • Handle incoming and outgoing communications, including mail distribution and courier services, to support office logistics.
  • Manage inventory of office supplies, including placing orders and maintaining records, to ensure necessary materials are always available.  Putting away ordered items in storage zones.
  • Ensure the Brightview tearoom is stocked with kitchen essentials and an approach is in place to actively keep this clean and functional, assisting where needed.
Human resources administration
  • Provide administrative support to the human resources team including checking compliance obligations, maintaining systems, writing and disseminating letters, completing checklists for key processes and repeat tasks
  • Other administrative tasks as requested and appropriately trained by the human resources team.
Meeting and event preparation
  • Prepare meeting spaces for Executive meetings and external stakeholder meetings by arranging seating, technology setups, and provision of refreshments.
  • Coordinate logistics for internal and external events, including liaising with vendors and managing guest lists, to support successful event facilitation.
  • Assist with travel arrangements for Executives, including booking flights, accommodations, and preparing detailed itineraries to ensure smooth travel experiences.

Knowledge and skills:

  • Ensure attention to detail in all tasks and activities and ensure thoroughness and accuracy.
  • Possess advanced verbal and written communication skills, with a particular emphasis on accuracy, grammatical correctness, and professionalism in the presentation of all produced work.
  • Demonstrate excellent interpersonal skills, managing sensitive situations with compassion, respect, and strict confidentiality.
  • Consistently maintain the highest levels of confidentiality and discretion.
  • Display exceptional organising and time management skills, including the ability to prioritise effectively and produce high-quality outcomes within tight timetables.
  • Show strong proficiency in using the Microsoft Office suite.
  • Employ a systematic approach to work as a committed team member in a small office setting.
  • Capable of working flexible hours to meet the requirements of the role.

 

Diversity and Inclusion – Sovereign Hill welcomes and encourages applications from diverse backgrounds and provides equal opportunities to all who wish to apply.

Click here to apply now !