Administration and Events Assistant

Full Time 

12 Month Maternity Leave Replacement 

Commencing January 2026 

Geelong Grammar School is one of the world’s leading co-educational boarding and day schools. Offering exceptional educational opportunities across four campuses from Early Learning to Year 12, Geelong Grammar School is committed to making a positive difference for students, staff, and the community. We believe in prioritising wellbeing, adventure, creativity, and academic rigour, and we value wisdom. 

The Administration & Events Assistant is a member of the Alumni and Community Relations team, that sits within the wider Community Engagement department, and reports to the Events Manager.  

Community Relations is responsible for ensuring the School community is well connected through communications, events and relationship building initiatives. The team’s activities support the School’s enrolment, alumni relations and fundraising goals. The team is responsible for printed publications, website and social media, and reputation management, as well as major events. It also co-ordinates the School’s Support Group and Alumni (Old Geelong Grammarians) activities.  

The Community Relations team supports a range of departments and functions across the School and has a close working relationship with the Advancement, Admissions, and Communications teams that comprise the broader Department of Community Engagement. 

About the role: 

The Administration and Events Assistant is responsible for the following: 

• Maintain synergetic events module, update online event bookings and prepare guest lists, name tags and place cards for events 

• Update the Events page on the School and Alumni (Old Geelong Grammarians) websites 

• Provide administrative support for events and functions, including liaising with the School’s Facilities Department, catering and cleaning contractors, and AV department 

• Administer online event payments and refunds 

• Undertake data entry and report preparation as required, including processing of returned mail, bounced emails, online Update Details requests and event RSVPs, and maintain birth, deaths, and marriage registry 

• Receive and respond to general phone, email and other enquiries, providing front-line information to community members and/or referring queries to relevant staff as required 

• Attend and assist at events as required (occasionally night/weekend work or travel to Timbertop Campus) 

• Contribute to continuous improvement and efficiency of administrative activities and processes 

• Lodge Alumni and Community Relations postal mailouts 

• Create invitations and other event resources in Canva (or similar programs) 

• Organise travel arrangements for Alumni and Community Relations as required 

• Assist with other administrative and event tasks across Community Engagement as directed 

About you: 

The successful candidate for this role: 

• Has experience in an administration role, demonstrating a high level of administrative skills. 

• Is confident using Microsoft Office, particularly Outlook, Word and Excel, and can learn new systems quickly. 

• Demonstrates excellent organisational skills, including the ability to plan daily workloads, prioritise schedules and meet deadlines 

• Has strong interpersonal and communication skills, particularly the ability to work collaboratively within a team. 

• Has attention to detail and prioritises data accuracy. 

• Can work both independently and under direction. 

• Has previous experience working in, or an understanding of, a school or similar educational environment, or has previous experience in an events role. 

• Demonstrates understanding of database management and website administration (will be highly regarded). 

• Will be available to support events which occur outside ordinary business hours.  

Geelong Grammar School is committed to the safety of all students and has a zero tolerance of student abuse.  

The School’s Student Safeguarding Framework, which includes the Student Safeguarding Strategy, Student Safeguarding Policy and Student Safeguarding Code of Conduct, is available on the GGS website, under ‘Student Safeguarding’.  The School’s expectation is that all staff members (and School Community members) comply with the Student Safeguarding Framework policies and procedures and the Child Safe Standards, as applicable to their role.  Any queries in respect of this Framework or the School’s expectations should be directed to safeguarding@ggs.vic.edu.au.