Applications for Administrative Assistant are Open!

Applications for the position of Administrative Assistant at the AIIA Queensland are now open. If you wish to be considered, please send an email with your CV to aiiaqld@internationalaffairs.org.au by 5:00pm on Wednesday September 11, 2024. If you have any questions, please contact us using the email address above.

This is a fantastic position for students that have an interest in international affairs, with many great opportunities to network and break into the industry. The position is paid and employed on a contract basis, and as such, you would not be an employee. Although there is no guarantee of any work in a given period or point in time, a typical average would be between 6 and 10 hours each week.

Shortlisted applicants will be contacted for an interview to take place on Friday September 13, with the successful applicant notified soon after.

For further information about the position, please read the following position description which details the nature of the role at the AIIA Queensland.

Position and Job Description of Administrative Assistant

Essential Capabilities

• Exceptional written and verbal communication skills.
• Detail-oriented with the ability to problem solve.
• Strong organisational and time management skills.
• Ability to prioritise responsibilities against competing deadlines.
• A dedicated work ethic and an interest in international affairs.

A demonstrated commitment to AIIA Queensland is also highly desirable, although not mandatory.

Reports to:

1. Fundamentally, the position reports to the AIIA Queensland State Council or Branch Management Committee.
2. On an operational basis, the position reports to both the President and the Secretary.

Responsibilities

Event Tasks

• Managing the operational calendar of events to determine available dates and organise speakers.
• Liaising with both the AIIA Queensland State Council and speakers to edit, organise and finalise event details to then be published on Glue Up.
• Designing and sending out regular campaigns for each event to the AIIA Queensland mailing list.
• Assisting in the set-up and pack-down of events, as well as recording attendance through Glue Up.
• Managing all technical aspects of events, either in person or online, including but not limited to, the AV system, Glue Up and other video communications software.
• Monitoring Glue Up, the website and all other lines of communication to resolve any issues.
• Preparing recordings of events for upload to social media platforms.
• Responding to enquiries from registered attendees.
• Assist in managing the AIIA Queensland Facebook, LinkedIn and Instagram pages, particularly to promote events to be held and events that have been held, as well as any item produced by the interns related to an event or other topic related to international affairs.
• Recording all operational data after each event, including but not limited to, the number of registrants, attendees and revenue generated.
• Assist in organising signature events and larger venue functions, including the AIIA Queensland Annual Dinner and those held at Parliament House, Government House and The Atrium. Completing tasks such as liaising with venue staff of event spaces, organising catering and AV infrastructure, creating seating arrangements, designing and sending out regular campaigns and creating an invite list, contact relevant guests and finalising event details with venue staff.

Administrative Tasks

• Monitoring Glue Up, the website and AIIA Queensland inboxes, and replying to enquiries where appropriate, including passing on invitations or information to the AIIA Queensland Executive or Council.
• Recording all operational data related to events and memberships, including revenue figures.
• Preparing draft agenda for the AIIA Queensland Council Meeting, including a summary of operational data related to events, attendances and memberships, as well as financial expenditure reports.
• Completing any tasks assigned at monthly council meetings, including compiling reports and information for the President, emailing AIIA National Office, and preparing event related content.
• Preparing any information to be uploaded to Glue Up, the website or social media platforms regarding events or opportunities.
• Assist in organising the annual scholarships, AIIA Award and liaising with the recipients.
• Assist in managing the AIIA Internship Program, including those tasks prescribed to interns related to event management, marketing and communications and journalism.
• Training and implementing software changes
• Researching and recommending changes to any technical aspects required for operations.
• Monitoring and managing Glue Up and the website and making changed where necessary.
• Completing any other task assigned by the President or AIIA Queensland Council.

Remuneration and Conditions

Hours are based on these tasks and vary depending on the week and/or month and its business. There is no guarantee of any work in a given period or point in time. The appointment is non-exclusive. The contractor is free to undertake any other work that is not in conflict with the aims and objectives of the AIIA. The contractor will not hold themselves out in any public domain as being authorised to speak on behalf of AIIAQ without the express permission in writing of the President or Secretary.

The contractor will at all times conduct themselves in a manner that does not cause any embarrassment to AIIAQ or impact upon its public reputation. The contractor will also conduct themselves in a manner that acknowledges that AIIAQ treats all people equally regardless of gender, race, creed & sexual orientation.

The position is employed on a contract basis – not an employee. The appointee is responsible for their own taxation. The contractor will render accounts of time spent monthly to the Treasurer for approval by the Council for payment. The position is subject to termination by either side on 14 days’ notice.

Internship Program

Applications for the AIIA Queensland 2024 July-December Internship Program are now closed.

If you wish to be considered next time, please read on to know more about the program and key dates for the application process.

Are you interested in international affairs? Do you enjoy listening to world-class speakers? Then the Australian Institute of International Affairs Queensland is for you!

The AIIA Queensland provides three internship opportunities.

1. Marketing and Communications Intern
2. Journalism Intern
3. Event Management Intern

Marketing and Communications

Want to learn all the secrets of marketing and social media? As a marketing and communications intern, you will be responsible for managing our social media pages, content creation and community management. You will also be responsible for spreading the word about our organisation, driving engagement for existing and new members of the institute and developing, fostering and eventually hatching ongoing marketing initiatives to expand our outreach.

Responsibilities include:

• Manage social media channels, as well as create and schedule original content
• Photograph events and seminars
• Develop and implement membership strategies
• Create marketing materials

Journalism

Do you enjoy filming, interviewing or writing on a range of interesting topics? As a reporting and content creation intern, you will interview and film our fortnightly presenters, as well as edit content for the website and YouTube channel. You will also be involved in writing for our website and researching potential speakers.

Responsibilities include:

• Research, interview, film and edit interviews with guest speakers
• Operate video and sound equipment
• Adapt video content for a variety of mediums (Facebook, Instagram and YouTube)
• Create original film content

Events Management

Do you know how to host a good party? As an events management intern, you will help support our main events of the year, including the AIIAQ Annual Dinner, trivia nights and lots more. You will coordinate all of the ingredients for an awesome event – organising agendas and materials, event logistics, guest management and researching stimulating topics.

Responsibilities include:

• Organise and manage trivia nights
• Plan, pitch and run on-campus events
• Work with strategic stakeholders to develop unique events
• Manage event budgets and administration

How to Apply

Applications for the AIIA Queensland 2024 July-December Internship Program are now closed. If you wish to be considered for the 2025 January-June Internship Program, please stay tuned on this page or email your CV and a covering letter, outlining your skills, interests and what you will bring to the AIIA Queensland, to aiiaqld@internationalaffairs.org.au.

Things to note:

The AIIA Queensland is run by volunteers, so there are no standard office hours. We can be contacted by phone or email. As we are all volunteers, interns are not paid either. As you probably know, life can get very busy, so you will have to be self-motivated and reliable to keep up. Your work will be balanced between pursuing your own interests and general tasks the AIIA needs completed in order to run.

We ask that our interns make a one semester commitment for the latter half of 2024. All interns must be available to help with fortnightly events held on Tuesday nights (twice per month) at Holding Redlich in the Brisbane CBD.

You can click here to find out more information on the AIIA Queensland.