Coordinator/Admin Assistant

Position Title: Professional Learning Coordinator / Administrative Assistant (temp)
Reports To: Professional Learning Manager

Position Purpose

The Professional Learning Coordinator / Administrative Assistant is responsible for providing administrative, event coordination and reception support within a professional learning environment. The role ensures the smooth delivery of learning and development programs through effective event administration, stakeholder communication, customer service and operational support.

Key Responsibilities

Professional Learning Administration & Coordination

• Coordinate and administer all aspects of learning and development events, including scheduling, communications, registrations and event hosting.
• Maintain and update learning platforms, event catalogues and learning management systems (LMS).
• Liaise with facilitators, presenters and external providers to ensure all session requirements are met.
• Coordinate virtual delivery requirements, including video conferencing and online learning platforms.
• Prepare and distribute training materials, participant communications and event documentation.
• Monitor attendee registrations, participation records and enquiries.

Event & Facilities Support

• Coordinate catering requirements for events and meetings, including managing dietary and accessibility requirements.
• Assist with the set-up, presentation and readiness of training and meeting spaces.
• Support room refreshes and ensure facilities are prepared in accordance with event requirements.
• Oversee room set-up requirements and coordinate with support staff to ensure spaces are configured appropriately.
• Ensure training rooms, meeting facilities and shared kitchen areas are maintained to a high standard and left ready for subsequent users.

Financial & Administrative Support

• Administer participant invoicing processes and maintain accurate records.
• Liaise with finance teams to resolve invoicing enquiries and payment-related matters.
• Maintain databases, records and filing systems.
• Provide general administrative support, including reporting, data entry and document management.

Reception & Customer Service

• Welcome and assist visitors in a professional and courteous manner.
• Respond to incoming telephone calls, emails and general enquiries.
• Provide high-quality customer service to internal and external stakeholders.
• Deliver reception coverage and support during breaks, leave periods and peak activity times.

General Responsibilities

• Work collaboratively with colleagues to support organisational objectives.
• Assist with additional administrative, operational and coordination duties as reasonably required.
• Adhere to workplace policies, procedures and health and safety requirements.

Skills & Experience

Essential

• Experience in administration, coordination, customer service or event support roles.
• Strong organisational skills with the ability to manage competing priorities.
• Excellent written and verbal communication skills.
• High level of attention to detail and accuracy.
• Proficiency in Microsoft Office Suite and database management systems.
• Strong interpersonal and stakeholder engagement skills.
• Ability to work independently and collaboratively within a team environment.

Desirable

• Experience using Learning Management Systems (LMS).
• Experience coordinating training programs, workshops or events.
• Experience working within a professional services, education, membership or not-for-profit environment.

Key Competencies

• Organisation and time management
• Customer service excellence
• Communication and stakeholder engagement
• Problem solving
• Attention to detail
• Initiative and adaptability
• Teamwork and collaboration

This role is critical in ensuring the effective delivery of professional learning programs while providing a welcoming and professional experience for participants, visitors and stakeholders.