Admin Officer (AI First, Learn AI)

We’re looking for an experienced Admin Officer who knows how a mid-sized business operates and wants to work in a completely AI-enabled way.

This is a hands-on business operations and administration role. You’ll help run the day-to-day work of our business, but you’ll use AI as a core part of how that work gets done.

You’ll also work directly with our customers, helping them improve their own administration and business operations using AI.

*FYI, you do not need to be technical or know code. You just need to be very computer savvy, love business systems and know common business systems.

What you’ll be doing

You’ll take responsibility for making sure the operational details of the business are organised and completed properly (but automated by AI), including:

• Managing and responding to emails

• Communicating with customers and training attendees

• Coordinating our AI training events around Australia

• Booking flights, accommodation and transport

• Organising venues, catering and event requirements

• Managing attendee information, bookings and follow-up

• Handling invoicing and general business administration

• Working across CRM, accounting, booking and other business systems

• Keeping tasks, documents, information and processes organised

• Following up customers, suppliers and venues

• Making sure training days run smoothly

• Improving how our internal administration and operations work

Working with AI

We already use AI agents to help us with administration and business processes. You’ll work alongside those systems every day.

That means using AI to help complete the work, reviewing what it produces, improving the instructions behind it, and making sure the final outcome is correct.

You’ll also help us improve and automate more of the work over time.

Much of this is not about being techie. It is about understanding how the business process works and being able to write clear instructions in plain English so the AI can do more of the work reliably.

The goal is simple:

Understand the work, do it well, improve it with AI, and progressively automate more of it.

Working with our customers

This is not only an internal role.

Over time, you’ll also work with our customers and help them apply the same approach in their own businesses.

That may include:

• Understanding how their administration and operations currently work

• Identifying repetitive or inefficient processes

• Helping them use AI in their everyday work

• Improving instructions and workflows for AI agents

• Testing AI-enabled processes

• Helping staff adopt new ways of working

• Making sure the systems actually work in practice

You’ll also travel with us to our AI training days, help attendees through the training, answer questions and support the delivery. You are not required to be a lead trainer, there will be of lead mentors on the day.

As your knowledge grows, you may also help teach parts of the training.

Experience we’re looking for

We’re looking for someone with 8+ years of experience in administration, executive support, office management, business operations or a similar role.

You must have worked closely with a CEO, business owner or senior leadership team in a mid-sized business.

You should understand how the different parts of a business fit together and have practical experience with things such as:

• Business administration and operations

• Customers and suppliers

• Business systems and processes

• CRMs and accounting systems

• Invoicing and accounts administration

• P&Ls, revenue, expenses and basic business financials

• Event, travel or project coordination

• Supporting senior leadership

• Keeping a busy business organised and making sure things get done

You do not need to be an accountant and you do not need to be a software engineer.

We care much more about strong business experience, judgement and your ability to learn.

AI experience

You should already have good practical experience using AI tools such as ChatGPT, Claude or similar.

We are not looking for someone who has only experimented with AI once or twice.

You should have actively kept up with AI over the last six months, used it in practical ways and be genuinely interested in becoming much better at it.

You’ll be working inside a leading AI company, using AI every day and developing skills that will be increasingly important across administration, operations and business.

About you

You are:

• Highly organised

• Intelligent and quick to learn

• Diligent and methodical

• Reliable and good at following things through

• Comfortable dealing with customers

• A clear written and verbal communicator

• Good at learning new systems

• Patient when helping other people

• Comfortable taking responsibility

• Interested in improving how things are done

• Keen to learn and eventually teach others

Travel

Travel is a significant part of this role.

You’ll regularly travel to different Australian cities for training days and customer work, often most weeks.

You must be happy and able to travel regularly as part of the role.

How to apply

Along with your application, send us a short selfie video.

It does not need to be professionally produced. We just want to hear directly from you.

In the video, tell us:

1. About your experience working in a mid-sized business and who you worked closely with.

2. How your experience matches the administration and operational work in this role.

3. What business systems, processes, customers, invoicing and financial information you have worked with.

4. What you have learned about AI over the last six months and what AI tools you currently use.

5. Why you want to keep learning AI and help other businesses use it.

6. Confirm that you are happy and able to travel regularly.

We’re looking for someone who is already excellent at administration and business operations, already understands AI, and wants to become exceptionally good at combining the two.