Executive Assistant & Visual Media Coordinator (Brisbane) …, Brisbane City

Executive Assistant & Visual Media Coordinator Associated Christian Schools (ACS) is a vibrant network of around 40 Christian schools, comprising thousands of staff and teachers serving nearly 30,000 students across Queensland. It is united by a shared commitment to Christ‑centred education for the common good. ACS exists to support the growth of Christian schools through advocacy, professional development, leadership support and collaborative partnerships. Organisation: Associated Christian Schools (for more, see our Strategic Plan here) Salary: $25,000 per annum Reports to: Executive Director Works closely with: Executive Officer / Event & Operations Manager Location: Mondays at the ACS Office – 189 Grey St., South Brisbane – with the second day adaptable in time and location. There will be some event‑based work as required. Position Purpose The Executive Assistant & Visual Media Coordinator provides flexible administrative, executive, event, communications, and visual media support to the ACS team. This role has two main functions. First, the role supports the Executive Director through executive assistant duties, including diary coordination, travel booking, paperwork, meeting preparation, appointments, and general administrative support. Second, the role supports the Executive Officer / Event & Operations Manager with visual media, communications, event administration, and smaller operational tasks, enabling greater focus on strategy execution, operations, and stakeholder engagement. The role is suited to a highly organised, adaptable, service‑mindful person who is comfortable moving between executive support, event assistance, communications tasks (also ethically leveraging AI tools), and creative media production. ACS has a significant annual events calendar, including webinars, symposiums, retreats, board and finance meetings, study tours, and major leadership events, so practical event support is an important part of the role. Key Responsibilities Executive Assistant Support to the Executive Director
- Manage calendar appointments, meeting bookings, and diary coordination.
- Book flights, accommodation, transport, and other travel arrangements.
- Prepare, format, file, and organize documents, forms, correspondence, and paperwork.
- Assist with meeting preparation, agendas, notes, reminders, and follow‑up actions.
- Liaise with schools, stakeholders, partners, and guests as required.
- Support administrative workflows so the Executive Director can focus on leadership, advocacy, relationship‑building, and strategic priorities.
- Handle confidential and sensitive information with discretion.
- Provide general executive support similar to a school Principal's EA, where the role may include a wide variety of practical, administrative, and relational tasks.
- Assist wherever needed with practical administrative and operational tasks, including:
- Maintain files, folders, records, templates, and administrative systems.
- Support invoices, receipts, forms, spreadsheets, and basic data entry where required.
- Help improve administrative processes and reduce duplication.
- Support special projects as directed by the Executive Director or Executive Officer. Event Administration and On‑Day Support
- Assist with ACS events before, during, and after delivery.
- Help prepare event materials, name tags, gift bags, and printed resources.
- Assist with event registrations and respond to attendee queries.
- Support setup and pack‑down where needed.
- Help manage the registration table at events.
- Welcome attendees and provide practical support to guests, speakers, and ACS staff.
- Support post‑event administration, including feedback forms, attendance records, and follow‑up emails.
- Help ensure events are delivered professionally, smoothly, and in line with ACS. Visual Media Coordination
- Support the Executive Officer with visual media and creative content, including editing videos for events, social media, presentations, podcasts and other communications.
- Create graphics for digital and print use, including but not limited to slides, flyers, promotional material, and event visuals.
- Prepare visual assets for email campaigns, website updates, social media, and event promotion.
- Maintain consistency with ACS branding, tone, and visual standards. Communications and Marketing Administration
- Assist with smaller communications and marketing tasks, including:
- Respond to basic email queries about ACS events, registrations, and event information.
- Assist with event‑related email communications.
- Help prepare newsletters, event reminders, and promotional copy.
- Update contact lists, registration information, and communications records.
- Support social media scheduling and basic content preparation.
- Assist with proofreading, formatting, and quality‑checking communications.
- Help ensure member schools and stakeholders receive timely, accurate, and qualified communication. Required Skills and Attributes
- Strong organizer and administrative skills.
- Ability to manage multiple small tasks with accuracy and follow‑through.
- Professional written and verbal communication.
- Warm, service‑focused manner when dealing with schools, guests, and stakeholders.
- Discretion and confidentiality.
- Flexibility and willingness to help across a wide range of tasks.
- Confidence using a variety of digital programs including Microsoft Office, email, calendars, spreadsheets, and shared files.
- Graphic design capability, such as Adobe, or similar.
- Video editing capability, such as Premiere Pro.
- Ability to work independently while also supporting a small team.
- Experience in one or more of the following would be helpful:
- Executive assistant, personal assistant, school administration, office administration, or reception.
- Event administration or event support.
- School, not‑for‑profit, church, or member‑based organisation environment.
- Communications or marketing administration.
- Graphic design, video editing, social media, or digital content creation.
- Working with senior leaders, principals, boards, or executive teams. Expected Outcomes
- The Executive Director is well supported with appointments, travel, paperwork, and administrative follow‑up.
- The Executive Officer has more capacity to focus on strategy, operations, and event leadership.
- Event administration is smoother and more responsive.
- Visual media and communications outputs are produced more consistently.
- The wider ACS team is better supported across events and administration. #J-18808-Ljbffr Apply on Kit Job: kitjobau.com/job/3ru7w1