Administration Support Officer

About the role

Ethos Urban is continuing to expand our Sydney team and is currently seeking a Administration Support Officer, who will be joining our great team of urban development professionals. This role will suit a dynamic and passionate individual looking to take the next step in their professional career.

Our ideal candidate for the role will have experience working within a similar role supporting teams working on complex projects and deliverables.  The Administration Support Officer will primarily work with the NSW Directors Group to undertake a range of operational, administrative and data entry tasks to ensure the smooth operation of critical business activities. You should also have an outcomes-oriented attitude, excellent liaison skills and a passion for working in a high performing organisation alongside planning and development professionals.

At Ethos Urban, we work in multi-disciplinary teams to approach projects from a holistic perspective – blending our services of urban design, economics, engagement, social strategy, project management and planning. We are a fast-paced organisation dealing with complex and exciting projects across the State and nationally.

Who are we looking for?

In the Administration Support Officer role, you will act as a key support to the NSW Directors group and have exposure to various significant projects involving a range of stakeholders.

The successful candidate will be responsible for:

• Providing administrative support to Directors, including scheduling meetings, preparing reports, and maintaining documentation.
• Systems support, including confirming correct contact details for invoicing purposes plus setting up of staging when a job is won for accurate sales projections.
• Maintaining accurate records and databases
• Logging expenses and project disbursements
• Booking client lunches and organising client gifts
• Meeting room management (sorts out booked rooms and finding rooms etc)
• Booking flights and accommodation for work related travel
• Assisting with general workflow barriers troubleshooting /communication - a conduit through to the various support groups in the business (IT, Finance, Bid Management, Marketing etc)
• General/project specific tasks as required

What should you bring?

The right person for the role will align with our values of ‘making a difference’ and have an ‘all in’ attitude, striving for the best outcomes for our team.

The successful candidate will have the following qualifications and capabilities:

• 2 + years in an administrative or executive assistant style role
• Relevant or adjacent industry experience
• Strong computer skills – proficient in Microsoft Office Suite
• Strong attention to detail, efficient time management and ability to prioritise
• Excellence in customer service, communication skills and telephone manner
• Able to work under pressure
• Highly motivated, positive attitude and keen willingness to learn
• Comfortable working as a team and autonomously
• Collaborative and solution orientated
• Ability to maintain strong relationships across the organisation
• Show initiative and problem solving skills
• Alignment to our operating principles

Why Ethos Urban?

The business of creating a better urban experience is a complex one. It requires patience, diligence, intelligence and perhaps most importantly, a passion for making a difference to our experience of urban life. For over 30 years our people have worked in partnership with the public and private sectors to provide them with the momentum to realise their ambitions for better places, communities and cities.

What we do and the way that we do it is unique. We view each project as a complex puzzle that requires different perspectives and alternative angles to solve it.  At Ethos Urban, no one individual ever has the answer. It’s only when we bring people with different specialisations from different teams that we can see the full picture and then the way forward. We call it collective intelligence.

We have a vibrant, enthusiastic and highly skilled team of professionals that love what they do and who get excited about planning and development. As a result, at Ethos Urban you will have opportunities to work on the most exciting city shaping projects on offer and with the most high-profile clients in the industry.

We continue to hire great people with a diversity of skills, experience and backgrounds. This includes people with disability, Aboriginal and Torres Strait Islander people, women, people identifying as LGBTIQ+, culturally and linguistically diverse people, carers and other diversity groups. We encourage applicants from any background to apply to join Ethos Urban!

We back our people: We are more than just a national multi-disciplinary firm; we are consultancy done differently. Our people are the core of our business. Some of the key personal and professional opportunities for planners joining our firm include:

• We are proponents and real supporters of flexible working embedded in our Policy outlining a host of ‘flexible’ arrangements.

• Generous leave provisions including purchased leave (up to 4 weeks annually in addition to your standard 4), 18 weeks paid parental leave regardless of your parental definition and access to transitional coaching, paid study leave and more.

• Access to a Leadership Development Program to support pathways to leadership for our Principals and above.

• We cover your industry memberships, we provide an access to an array of great learning and personal development initiatives and incredible career pathways..

• Be part of our many committees helping make Ethos Urban a more inclusive and socially conscious business such as our Reconciliation Action Plan Committee and Working Group, Diversity, Equity and Inclusion Committee and Sustainability Committee.

• Become a valued member of our Future Leaders group; an internal forum that supports the professional and personal capabilities of our ‘urbanist’ cohort (under-grads through to senior urbanist level) through a diverse range of learning, professional development and team social activities.

We have adopted the globally recognised United Nations Sustainable Development Goals as our ESG framework. The 17 Sustainable Development Goals (SDG’s) is a clearly defined pathway to improving our world, and how business can align its goals and actions to help us all collectively get there.

How to apply

Interested in joining our team? We’d love to hear from you. Send a cover letter & CV through to us by clicking the apply button. We are waiting to hear from you.

Keywords

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