• Job type: Permanent part time, 15 hours per week spread out over 4 days.
• Salary: $60k - $75k paid pro rata. This gives a gross annual salary of approx $24k- $30k for the 15 hour work week, plus superannuation.
• Location: On-site at a spacious office located in a warehouse in the heart of Fitzroy, excellent public transport. Onsite working with the possibility of some remote work by arrangement.
• Time frame: Start date as soon as possible. Applications being shortlisted and interviewed as received - first suitable candidate will be appointed to the role.

About the role

• Become one of our schedule wranglers and project tamers. Keep the trains running on time while Midnightsky makes sure the trains are travelling in the direction of a better world.
• Use your organising and scheduling gifts to accelerate the work of our clients in health, the environment, education and ethical business sectors.
• Transferable skills welcome.

The role has three key tasks: managing projects, client relationships and office management.

Midnightsky is currently seeking an additional Project Officer to join our studio and to keep the consultancy projects humming! We are looking for someone who can wrangle a project timeline whilst keeping an eye on the overall studio workload. You need to be smart, have an attention to detail and enjoy working as part of a small close team. You will report to the business owner/lead consultant and work alongside an existing Project Officer and so will need to communicate well with colleagues to share project responsibilities.

Responsibilities

Project management

• Work closely with the team to have a detailed understanding of all the tasks and workload required of each of the allocated projects in the studio.
• Understand the details of the different kinds of projects and develop a detailed project timeline for each relevant project.
• Manage the progress against the detailed timeline, including scheduling meetings and allocating working time in the Director's calendar against the projects. Ensuring each stage of a project is completed on time.
• Take responsibility for the management of the overall studio calendar taking into account all the activities across the week including client time, creative time, administration and business development.
• Work with the Director to ensure resources are in place for the workload.
• Ensure the studio calendar/tasks are well understood and the progress is communicated to everyone through Teamwork and through a daily email.
• Trouble-shoot and provide solutions when the tasks cannot be met, workload is exceeded, or the deadline cannot be met.
• Look for system improvements and work with the Director and Studio Administrator to implement.
• Draft proposals, briefs and reports as required for new and existing projects.
• Work independently with an attention to detail.
• Familiarity with the following computer programs
  • An Apple Mac System
  • Teamwork
  • SurveyMonkey
  • Microsoft Office (including Excel)
  • Zoom/Teams
  • Miro
  • AhaSlides

Client management

• Liaise with clients as required by the team on project tasks and scheduling.
• Build strong relationships with clients, anticipating and meeting their needs.

Office management

• Assist with other general office tasks as required and work with the Studio Administrator on tasks that cross over between Projects and Administration, such as invoicing clients and maintaining spreadsheets on project workflow.
• Monitor and manage leasing and insurance for Midnightsky.

Key selection criteria

• Previous experience as a project officer, project manager, administrative assistant or studio manager.
• Exceptional communication and interpersonal skills.
• Exceptional time management and organisational skills.
• Demonstrated attention to detail.
• An ability to work as a part of a small team, all of whom work part time.
• Demonstrated commitment to a balanced, knowledgeable and self-aware society.

A position description is attached.

Time frame: Start date as soon as possible. Applications being shortlisted and interviewed as received - first suitable candidate will be appointed to the role.