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Administration & Events Coordinator

Job details

Melba Opera Trust - St. Stephens Church
10 Mar 2021
Work type
Full time employment, Part time employment
Work classification
Management & Admin, Music


Role is based in Southbank and is office-based.
Full time or 0.8FTE by negotiation.
Flexible arrangements for additional hours, as may be required at peak times


Melba Opera Trust is Australia’s premier scholarship program for promising young opera singers and repetiteurs. Driven by Dame Nellie Melba’s conviction “a beautiful voice is not enough”, the program nurtures artistic development alongside business training, mentoring and performance experience. It is the next step for opera artists preparing to become professionals on the world stage.

Melba’s small and dedicated team drive the organisation’s mission through two key functions:

  • Delivering a world-class training program to outstanding young Australian opera singers and repetiteurs; and
  • Establishing a sustainable financial future by growing a capital endowment through fundraising 


This position plays a key role in the day to day running of the organization. Responsibilities involve a high degree of autonomy operating within a supportive and collaborative team environment. The role is procedurally driven, involving both structured and creative activities. Strong attention to details is critical, as is creative thinking to tackle complex problems and a solutions-focussed approach complemented with excellent verbal, written and interpersonal communication skills underpins success in the role.

Experience in coordinating small functions is essential, as are strong technology skills, document formatting, calendar and meeting coordination, competency in database management and a familiarity with information communication technologies.

A core activity of the organization is relationship management and fundraising. This position is the frontline of the organization, both on the telephone and at functions and consequently requires a personable, approachable and friendly disposition.

Key Accountabilities

Office Management and Research

  • Office management and reception duties
  • Maintain schedules and calendars
  • Schedule and coordinate meetings (including video conferencing, catering, support papers etc)
  • Executive team project support and research as required
  • Manage the database
  • Manage the IT Support provider
  • Implement and maintain office systems, including phones and filing
  • Keep timelines accountable to team members
  • Manage the administration budget
  • Coordinate logistics
  • Liaise with landlord
  • Act as the workplace health and safety officer (WHS Officer)

Event Coordination

  • With guidance from the Philanthropy Manager, coordinate and execute event delivery, including management of event venue or online event platform, distribution of invitations, RSVP responses, guest lists, event budget tracking, collateral and other event resources as required.

Administration Support

  • Executive assistance to CEO.
  • Administrative support to the team as required.

Education and Experience

  • Experience of Microsoft Office software – Sharepoint, spreadsheets, word processing and formatting, presentations.
  • Track record of producing correspondence, documents and reports to the highest standard.

Key Selection Criteria 


  • Bachelor level degree or extensive experience in office administration
  • Any relevant professional qualifications


  • At least five years in office management
  • Event delivery
  • Proven administrative and technology skills and working knowledge of budgets
  • Managing an IT support provider

Skills and Abilities

The successful candidate will demonstrate:

  • Exceptional attention to detail and care, especially in preservation of data integrity and knowledge management.
  • A professional, calm, diplomatic and well-organized approach to work. A reliable contributor, the candidate should enjoy working in a small team and be equally comfortable driving forward a project autonomously. 
  • Clear and articulate verbal, written and interpersonal skills.
  • Competency in database management and experience working with a CRM.
  • Demonstrated knowledge with communication technologies and an ability to troubleshoot basic IT issues.
  • A demonstrated ability to manage multiple projects simultaneously, including forward planning, resourcing and follow up.
  • Strong Microsoft Office and Adobe PDF skills, particularly document formatting and templating.

Essential Qualities and Behaviours

  • Excellent communicator with diverse stakeholders
  • An optimistic can-do attitude with an appetite for problem solving
  • Sense of humour
  • Ability to work in fast paced environment and adapt to change
  • Forward thinker


Applications must include:

  • CV
  • Cover letter of no more than 2 pages, responding to the Key Selection Criteria. Applications that do not address these will not be considered.

Please email your application to with ‘Admin & Events Coordinator [Your Name]' in the subject line. Enquiries can be directed to Nina Rokvic on the same email address.

Applications close Wednesday 10th March 2021 at 5:00pm (AEDT).

Following interview, you will be requested to provide the names of two (2) referees, their contact details and a brief statement of the capacity in which they have known you. Referees will not be contacted without your permission.

Thank you for your interest in working at Melba Opera Trust. Please note that only short-listed applicants will be contacted.

Written by

The Big Idea Classifieds

22 Feb 2021