Administration Assistant

ABOUT THE ROLE

This is a junior role within a high-performance team, responsible for ensuring the smooth and professional operation of the office and providing administrative and operational support across the business.

It’s an exciting time to be joining the fastest growing media channel in Australia, with 2025 marking the delivery of the industry’s new, world leading audience measurement system, MOVE. As the Administration Assistant,you will play an important role in supporting a team that is driving industry innovation, policy reform, and strategic transformation across the Out of Home (OOH) sector.

You’ll be responsible for supporting office operations, executive and team administration, stakeholder query management, and supporting key member services and project activities. This role ensures the environment, systems and support are in place to enable the team to deliver at a high level.

If you’re a driven, organised and detail-oriented individual who thrives in a fast paced and outcomes focused environment, this is a unique opportunity to be part of a team shaping the future of media.

KEY RESPONSIBILITIES 

As the Administration Assistant, you will be responsible for the following key areas:

• Oversee day to day office operations, ensuring a well organised and smooth-running environment.
• Manage office supplies, equipment, maintenance, and relationships with vendors and service providers.
• Provide administrative support across the team, including diary coordination for meeting rooms, meeting scheduling, minute taking, and catering.
• Support preparation of documentation and presentations as required.
• Assist in maintaining and updating member and stakeholder records and databases ie. Hubspot
• Support the administration of member communications, surveys, and events.
• Act as the first point of contact for incoming calls, emails, and general enquiries, triaging and directing matters to appropriate internal stakeholders.
• Ensure prompt, accurate and professional handling of all external interactions.
• Coordinate internal and external meetings, including room bookings, technical setup, and catering.
• Assist with planning and coordination of board meetings, working groups, and member events.
• Support management of the digital filing system to ensure ease of accessibility for business records and documentation.

Experience, qualifications and character:

The role demands a detail oriented, highly organised individual who operates effectively in a fast paced, outcome driven environment. The successful candidate will demonstrate strong judgement, professional communication skills, and an ability to work both autonomously and collaboratively.

• Experience in administration, office coordination, or business support roles.
• High level organisational and time management skills, with the ability to prioritise and manage multiple tasks simultaneously.
• Strong written and verbal communication skills, with a professional and solution-oriented approach.
• Proficiency in Microsoft Office Suite (Word, Outlook, PowerPoint, Excel) and comfort working with internal systems or databases.
• Demonstrated ability to engage effectively across teams and stakeholders.
• Proactive mindset with the ability to anticipate needs and drive process improvements.

We enjoy working together in our office and remote working is not an option.

WHAT WE OFFER

• Competitive salary
• A collaborative, high performance team
• Team culture and benefits
• Networking, mentoring and training opportunities
• Convenient office location near Hyde Park, trendy cafes and shops
• 100% On-site role

ABOUT THE OMA

The OMA is the national peak industry body that represents companies that display advertisements, own signs, and provide services to the industry.

Out of Home (OOH) advertising is seen outside the home on a variety of signs (eg billboards, light rail wraps, bus shelters), across various locations (eg roads, airports, shopping centres).

The OMA is the voice of the sector, working to build a more sustainable future for its members by developing relationships with its stakeholders and showcasing the creative and economic potential of the media channel.

The OOH advertising industry is a $1.2 billion industry and collectively, OMA members generate close to 100 per cent of OOH advertising revenue in Australia.