About the organisation

Ecological consulting has its beginnings in Victoria in the late 1970s. Since this time the industry has seen significant growth and change, with the number of practicing consultancies growing to over one hundred. Recognising this diversification presents challenges to maintaining a consistently high level of quality, ECA Vic was formed in 2017 to represent and support current and future ecological consultants so that collectively they can provide the highest standard of service, reflecting the principles of 'scientific method' and 'ecologically sustainable development'.

Specifically, the purpose of ECA Vic is to represent and support Ecological Consultants in Victoria through:

• Enhancing knowledge and professionalism to promote positive environmental outcomes and stewardship.
• Liaison with regulatory authorities and other bodies on relevant matters.
• Preparation and review of professional guidelines and standards.
• Facilitation of training programs, seminars, field days and similar initiatives.
• Other activities to promote the interests of ecological consultants in Victoria and elsewhere.

Today ECA Vic has more than 150 members and more than 600 subscribers on our mailing list. We run regular events and provide a member's newsletter three times a year. Additionally, we support members with regular 'Industry Updates' providing up-to-date and timely information.

The organisation is led by eight committee members, and a suite of additional volunteers across the primary subcommittees (events, newsletter, early careers and website).

About the role

The Ecological Consultants Association of Victoria (ECA Vic) is seeking a suitably skilled administration, communications and events contractor (paid position) to support its team of volunteers.

To help grow the organisation and support the volunteer committee, ECA Vic is looking to engage a suitably experienced administration contractor for 12 hours per week, or occasionally more as agreed in the lead up to important events and newsletter releases. 

Training will be provided to the successful candidate. 

Core duties required on a regular basis include checking emails, scheduling mailouts and updating the website. Support will be provided from the committee to complete these core duties and a suite of other key tasks that are required on an intermittent basis as needed:

• Communications support: 
• Assist with emails that come to the association (respond, forward to relevant people to respond, etc.)
• Prepare and review mail outs to members and supporters (primarily through MailChimp).
• Cultivate and maintain social media presence on LinkedIn, Facebook and other marketing related tasks to raise the profile of ECA Vic

• General organisational support:
• Attend monthly ECA Vic committee meetings held in the evening (mainly online) and take minutes 
• Assist in managing memberships by tracking membership renewals, checking payments, issuing receipts and invoices. 
• Manage the ECA Vic website including basic changes or updates (e.g. listing events and ads, changes to members details, uploading documents etc.). This is coordinated with our Website Master and additional paid website support as required
• Improve efficiencies in the way ECA Vic conducts its business
• Contribute to newsletter coordination

• Event coordination – with the events subcommittee team to deliver approximately eight events per year (some in person, some online). Tasks include: 
• Schedule and coordinate events sub-committee meetings (as required, but normally one main meeting per year in February to brainstorm and discuss the events for the year) and take/distribute meeting notes. These meetings involve developing the schedule of upcoming events and allocating event organisers. 
• Lead and assist in organising events with input from the subcommittee (e.g. event designing, booking venues, advertising, invoicing and receipts) This is a core component of the role.
• Run evaluation surveys and coordinate the development of a brief evaluation report following each event

Prerequisites for the role:

• Experience in administration and event coordination
• An ABN and relevant insurances to be engaged as an independent contractor
• Capacity to work 12 hrs per week, ideally spread across two or more days through the week, and (with negotiation) occasionally more hours in the lead up to significant events (it is anticipated that the number of hours per week will increase in future years subject to funding availability, likely toward 14-16 hrs per week). Work hours are flexible and can include evenings or weekends
• Ability to work from home or own office location with all necessary technology (computer, internet, software, etc.). 
• It would be preferable, though not essential, that the person in this role can attend the committee meetings to record minutes held on the second Wednesday of each month between 6:30-8:30pm.

Key attributes:

• Excellent time management skills and an ability to prioritise tasks
• Well-developed communication skills (written and verbal) with an ability to work independently, to follow instructions and use initiative
• Commendable organisational skills as this role involves coordinating a number of different aspects of ECA Vic’s work
• Passion for the environment and/or knowledge of the ecological sector would be looked upon favourably, though not essential.

Please note this is for a contractor position. Payable rate will be negotiated and agreed with the successful candidate. The role is to commence as soon as possible.