Administration Assistant

Location: Byron Bay (On-site)
Job Type: Full-time
Salary: Casual Salary
Reports to: CEO & Management Team

About Us:

At Happy Travels, we’re all about creating unforgettable travel experiences for young people across Australia and South East Asia! As a leader in the youth travel sector, we’re dedicated to offering exciting, transformative adventures that promote personal growth, cultural exchange, and fun! We are a vibrant team, and we need an organised, enthusiastic, and proactive Administration Assistant to help us continue delivering exceptional services to our young travellers.

As an integral part of our team, you’ll be working at the heart of our operations, providing essential support to our CEO, COO, and management team, all while contributing to the growth of an exciting, travel-driven business. Your role will ensure smooth and efficient operations, and you’ll get to work in a fast-paced, ever-changing environment!

Role Overview:

As the Administration Assistant, you’ll be at the heart of the action, providing essential support to the CEO, COO, and Management team to ensure the smooth running of the business. A key part of your role will involve assisting the accounting and payroll team with data entry, financial record-keeping, ordering supplies, reconciling accounts, and managing financial spreadsheets to ensure accurate and up-to-date documentation.

In addition to your accounting responsibilities, you will also support the business leaders with various organisational and administrative tasks, including managing calendars, handling correspondence, and preparing reports and presentations.

Your ability to adapt quickly to changing priorities, attention to detail, and excellent communication skills will be vital in maintaining efficiency across all administrative processes. By proactively managing tasks and streamlining operations, you’ll help the leadership team focus on strategic goals and contribute to the overall growth and success of the business.


Key Responsibilities:

Accounting & Data Entry Support:

- Assist with accurate data entry for financial records.
- Process invoices, purchase orders, and expenses with a keen eye for detail.
- Reconcile accounts and maintain up-to-date financial spreadsheets.
- Support the payroll team with data collection and documentation.
- Help prepare financial reports and maintain secure filing systems.

Administrative Support:

- Manage the CEO, COO, and senior management’s calendars and schedules.
- Organise meetings, appointments, and travel arrangements.
- Handle incoming communications (emails, phone calls, correspondence) promptly and professionally.
- Prepare, proofread, and finalise reports, presentations, and other documents.
- Assist in organising and coordinating internal and external meetings, events, and conferences.

General Office Management:

- Manage office supplies and ensure everything runs smoothly.
- Maintain digital and physical filing systems for important documents.
- Streamline office procedures to ensure an organised, efficient work environment.
- Help ensure the office is a welcoming and vibrant space for our young travellers and staff.

Project & Task Management:

- Support ad-hoc tasks and projects as directed by the management team.
- Follow up on deadlines, ensuring timely task completion.
- Track and report on business operations, project progress, and milestones.

Confidentiality & Data Protection:

- Handle sensitive financial and personal information with discretion and confidentiality.
- Ensure data is securely stored in compliance with company policies.


Key Requirements:

- Strong organisational skills with a keen attention to detail.
- Excellent verbal and written communication skills.
- Ability to work efficiently in a fast-paced, dynamic environment.
- Previous administrative experience is a plus, especially in the youth travel or tourism sectors.
- Comfortable with accounting and data entry tasks, with proficiency in Microsoft Office Suite (Excel, Word, Outlook).
- High level of confidentiality and integrity when handling sensitive information.
- Passion for travel and a proactive attitude!

Benefits:

- Competitive casual pay in a fun, travel-focused work environment.
- Opportunities for professional development in the vibrant youth travel industry.
- Discounts on exciting travel programs and events.
- Join a dynamic team passionate about inspiring the next generation of travellers!