Ongoing | Full-time | Woolloomooloo The Outdoor Media Association (OMA) is seeking a proactive, highly organised and professional Administration & Operations Coordinator to provide administrative support to the leadership team while helping ensure the smooth day-to-day operation of the business.

This role is ideal for someone with administration or coordination experience who is looking to broaden their skills across executive support, office operations and business administration within a small, high-performing organisation.

At OMA, we advocate for and represent Australia’s Out of Home (OOH) media industry. You’ll join a collaborative team and play a key role in keeping our executive priorities on track through exceptional coordination and communication.

About the Role

Reporting to the CEO, the Administration & Business Support Coordinator provides support to the leadership team while assisting with the day-to-day operations of the business. You'll play an important role in keeping priorities moving, coordinating activities and ensuring the broader team are well supported.

This role suits someone who thrives on being the go-to person, who can confidently juggle multiple priorities, and bring structure to busy days.

Key Responsibilities

· Manage the CEO’s diary, meeting schedule and priorities, including proactive planning, coordination and time management.

· Coordinate meetings and events end-to-end (agendas, room/venue bookings, catering, invites, RSVP tracking and follow-up actions).

· Prepare high-quality documents and correspondence (briefing notes, presentations, reports and member communications as required).

· Act as a key point of contact for the leadership team, handling calls and enquiries professionally, triaging messages and ensuring timely follow-up.

· Support the leadership teams travel end-to-end (flights, accommodation, itineraries, calendar blocks, logistics and expense documentation), ensuring a seamless experience.

· Maintain administrative systems and records,



including contact databases, filing, templates and process documentation.

· Assist with general office coordination as needed, bringing a calm, can-do approach and impeccable attention to detail.

Essential Requirements

· Demonstrated experience in an administrative, coordinator or assistant role (experience supporting senior leaders or leadership teams will be highly regarded.).

· Exceptional organisation and time management skills, with the ability to manage competing priorities and deadlines.

· Professional approach with the ability to exercise discretion and maintain confidentiality.

· Solid written and verbal communication skills and confidence liaising with internal and external stakeholders.

Desirable Skills

· Experience coordinating meetings, events or office operations in a fast-paced, member-based, media, advertising or professional services setting.

· Confidence with Microsoft Office (Outlook, Word, PowerPoint and Excel) and general office systems.

The Right Person Will Be

· Highly efficient, detail-focused and quick to follow through

· Calm, adaptable and able to manage changing priorities

· Naturally proactive, taking ownership rather than waiting for direction

· Professional, approachable and confident working with senior stakeholders

· Proactive and solutions-focused, with the confidence to anticipate what’s needed next

· Is curious, eager to learn and comfortable taking on new responsibilities.

· A team player with a can-do attitude who enjoys contributing across a variety of activities

Applications

Please submit your resume, ensuring it includes a professional profile at the beginning that outlines:

- your background and experience;

- what motivates you professionally;

- the strengths you would bring to this role; and
- why this opportunity appeals to you.

Applications close Friday 14 August 2026.

Applicants must be legally entitled to work in Australia.

OMA is an equal opportunity employer.

We are managing this process directly and are not engaging recruitment agencies for this role.

📌 Administration & Business Support Coordinator (Sydney)
🏢 Outdoor Media Association
📍 Sydney