The Melbourne Arts Precinct Corporation (MAP Co) is the State Government agency responsible for overseeing the delivery of the Melbourne Arts Precinct Transformation and provides governance and an operational structure to one of Melbourne's most iconic cultural spaces: Fed Square. MAP Co leads the Melbourne Arts Precinct Transformation, Australia's largest ever cultural infrastructure project, delivering The Fox: NGV Contemporary and the major rejuvenation of Arts Centre Melbourne (ACM), joined together by 18,000sqm of green public space. It also takes on the management and operations of Fed Square and is responsible for connecting a single continuous art, civic, and cultural precinct stretching from Fed Square through Southbank. Once the transformation is complete, MAP Co will also manage and activate Laak Boorndap, the 18,000 urban garden that will connect the Melbourne Arts Precinct in a seamless and immersive cultural experience. Fed Square is the gateway to the art precinct – and as Melbourne's public square it is the civic, cultural and community heart of the city. It home to four of Victoria's major cultural institutions: ACMI – Australia's Museum of Screen Culture, the Koorie Heritage Trust (KHT), Melbourne Electronic Sound Studio (MESS) and The Ian Potter Centre: NGV Australia along with an array of restaurants and cafes. Located opposite the iconic Flinders St Station, it is Melbourne's premier meeting place, tourist destination and event venue for thousands of free events every year. Our values Our values are: First Nations First, Collaboration, Integrity, Community and Innovation MAP Co values the unique backgrounds, experiences and contributions that each person brings to our community and encourage and celebrate diversity. First Nations people, those identifying as LGBTQIA, women, people of all ages, with disability and culturally and linguistically diverse people are encouraged to apply. Our aim is to create a workforce that reflects the community in which we live. About the Role The Business Support Coordinator reports to the Head of Fed Square Operations & Assets to provide senior management level administration support directly to that role and broader business support to the wider department which consists of Property Management, Precinct Operations/Facilities and the Capital Works teams. This position is the primary conduit for team communications and works closely with internal departments to improve and maintain business efficiency with support where required. Key Responsibilities and Accountabilities: Assist the Head of Fed Sq Operations and Assets with diary management with sensitivity, balancing multiple priorities, commitments and sensitivities effectively to facilitate the optimal use of their time and focus. Assist the Head in meeting administration, including agenda and minute creation, distribution of outcomes, and diary action item follow-up. Support the department by collecting and collating Board Reports from the managers of the Operations and Assets departments for timely submission. Safeguard confidentiality and maintain the professional integrity of the Head, Executives, CEO, and Board. Establish and maintain positive relationships as well as respond to enquiries from internal and external stakeholders and organisations. Assist with the preparation and coordination of materials for special Projects that may include the development of presentations and/or briefing documentation. Provide assistance in entering and maintaining data in the organisation's assets register. Contribute to the data entry and maintenance of the services contracts records management system Develop and manage an online SharePoint filing system for the Operations & Assets department. Provide support with event and meeting management, related administration duties including financial system& procurement management support, drafting and sending email correspondence, assist with hospitality orders and welcoming guests. Perform other duties as requested. Key Selection Criteria Demonstrated Senior Management-Level Administrative Support: High-level administrative support to senior management within a public sector or corporate environment, showcasing exceptional professionalism, discretion, and confidentiality. Coordinating diary management and correspondence, events, meetings, as well as efficiently managing various administrative tasks. Advanced Proficiency in Administrative Tools: Proficient in effectively utilising the MS Office Suite and other relevant software applications to streamline administrative processes. ability to create and manage documents, spreadsheets, databases, presentations, and email correspondence at an advanced level. Strong Communication and Collaborative Skills: Excellent communication and collaboration skills, capable of effectively interacting within a team setting. Ability to liaise with internal and external stakeholders, promptly responding to inquiries, and directing individuals to the appropriate resources and services. Exceptional Time Management and Prioritisation: Ability to manage multiple priorities and meet deadlines efficiently. Strong time management skills in balancing competing demands, organised meeting documentation, and ensured timely completion of tasks. Proactive Problem-Solving and Process Improvement: Display a proactive approach to addressing challenges and enhancing operational processes. Desired Experience/Qualifications: 3-5 years administration support or coordination role experience, preferably in a team environment Strong team player, capable of effective collaboration and communication within a team setting. Experience in managing competing demands while adhering to standards and deadlines, displaying a proactive approach. Demonstratable skills in software, database management, office MS tools Self-sufficient and capable of working autonomously when required. Recruitment process You can read more about our recruitment process at this link : https://fedsquare.com/careers Please let us know in your cover letter if you require any reasonable adjustments to the recruitment process or the role. MAP Co is committed to ensuring that all applicants are afforded an equitable opportunity to be considered for our roles. Prioritised Position This is a “prioritised role” aimed for Australian Aboriginal and/or Torres Strait Islander People. One of MAP Co's values is First Nations First, and applications from First Nations candidates will be given priority consideration in line with section 12 of the Equal Opportunity Act 2010 (Vic) . MAP co will undertake background checks on the successful candidate in line with requirements set by the Office of the Victorian Information Commissioner (OVIC). Applications Kindly note that applications will be reviewed for short listing throughout the advertisement period, so we encourage applicants to apply without delay. Please provide a covering letter (maximum 1 page) and your resume (maximum 4 pages). Applications close on 12 November 2025
