Office Administration Assistant in Brisbane

The Office Administration Assistant supports the effective operation of the LCAQD District Office. The role provides responsive administrative and office management services to the District Administration team and the Bishop's Office. The position coordinates day-to-day office, property, nominations and event-related activities so that work is completed accurately, professionally and on time.

Employment Arrangements

This is a full-time position; however, flexibility is available for the successful applicant to work four days per week, subject to agreement and operational requirements.

Key Responsibilities

• General Administration Support
  • Complete tasks delegated by the Deputy District Executive Officer and the Executive Assistant accurately and within agreed timeframes.
  • Prepare professional correspondence and other documents.
  • Arrange travel and accommodation connected with areas of responsibility.
  • Undertake accurate meeting minutes, maintain action registers and assist with meeting preparation and follow-up.
  • Provide administrative back up support, as required, to the District Executive Officer, Deputy District Executive Officer and Bishop's Office.
  • Act as a professional point of contact between LCAQD and internal and external stakeholders.
  • Maintain District databases and assist with statistical collation activities.
• Nominations & Appointments
  • Support LCAQD nominations and appointments processes, including schedules, registers, vacancy information, documentation and appointment records.
  • Monitor key dates, terms of appointment, vacancies and outstanding actions and provide timely reminders and status updates.
  • Liaise with nominees, appointees, committees, congregations, parishes and other stakeholders to progress administrative requirements, as required.
  • Support relevant meetings, reporting and follow-up actions.
• Property & Building Management
  • Coordinate the day-to-day administration of LCAQD property and building matters under the direction of the Deputy District Executive Officer and the Executive Assistant.
  • Liaise with tenants, contractors, tradespeople, property managers and service providers regarding maintenance, repairs, access and building services.
  • Maintain property, maintenance, contractor, access and compliance records, service schedules and outstanding work registers.
  • Coordinate security systems, keys, swipe-card access, car parking and other building access matters.
  • Support workplace health and safety and emergency preparedness, including fire warden arrangements, training and drills.
  • Obtain quotes or information when requested, arrange approved works.
• Synod & Event Support
  • Provide administrative and logistical support for Synod and related LCAQD functions, events and meetings.
  • Assist with schedules, venue and supplier liaison, registrations, attendee communications, meeting materials, catering, equipment and signage.
  • Maintain event records, task lists and timelines and follow up allocated actions.
  • Support on-site setup, delivery and pack-down activities as required.
  • Assist with post-event administration, records, evaluation information and approved supplier documentation.
• Office Management
  • Maintain front-office processes, telephone and general enquiries, reception coverage, mail and document distribution.
  • Liaise with suppliers for stationery, information technology, facilities, office equipment and other services.
  • Maintain files, office supplies, equipment, meeting rooms, the boardroom, kitchen and shared office areas.
  • Prepare meeting rooms, coordinate catering and support the smooth running of meetings and office functions.
  • Monitor supplies and services and research suitable providers or value-for-money options when requested.
  • Maintain current knowledge relevant to general office, property and event administration.
  • Participate in mandatory training, performance appraisal and agreed professional development activities.
  • Demonstrate collaborative conduct consistent with LCAQD's mission, values and culture.

Key Selection Criteria

• Demonstrated knowledge of, or commitment to understanding, the mission, values and practices of the Lutheran Church of Australia.
• Demonstrated experience providing high-quality administration and office management support in a busy environment.
• Demonstrated organisational skills, attention to detail and ability to manage competing priorities, records and deadlines.
• Demonstrated ability to coordinate property, building, meeting or event requirements and liaise effectively with stakeholders and suppliers.
• Demonstrated written, verbal, digital and interpersonal skills, including the ability to work independently and collaboratively.