Admin Assistant

Hipster Whale is a multi-award-winning Australian studio located in the heart of Melbourne. Their first release, Crossy Road, quickly became a viral success, and Crossy Road titles have amassed more than 330 million downloads to date. Hipster Whale has joined forces with world-renowned companies along the way, including Bandai Namco and Disney, to create more top-charting games like Crossy Road Castle, PAC-MAN 256 and Disney Crossy Road. Their mission is to make bright and funny Arcade Action games with broad appeal that players will continue to enjoy for years to come!

The Role

At Hipster Whale, we're passionate about creating bright and funny arcade action games that appeal to broad audiences—games that players will continue to enjoy for years to come! 

We’re looking for an Admin Assistant to join our team and play a vital role in keeping our studio organised and running smoothly. In this role, you’ll support the day-to-day operations of the studio, assisting with tasks like managing supplies, coordinating travel arrangements, planning team events, and ensuring the workplace is welcoming and safe. If you’re someone who is highly organised and passionate about video games, we would love to hear from you!

This is a part-time, fixed-term position for 12 months, with the potential for extension. The number of days per week is flexible, however, we expect the workload to be approx. 3 days per week. Our team works on-site from our beautiful Melbourne CBD office on Mondays and Thursdays, with the flexibility to work remotely on other days. Given the hands-on nature of this role, availability to work on-site on Mondays and Thursdays will be essential.

We value flexibility and are happy to accommodate individual arrangements wherever possible. Applicants must hold a valid visa permitting them to work in Australia. We’re proud to have an inclusive work environment and encourage members of all backgrounds and perspectives to apply!

Responsibilities

• Manage and maintain the studio's office supplies, equipment, and furniture, while keeping an accurate asset register
• Arrange domestic and international travel for the team, including flights, accommodation, and allowances
• Plan and coordinate company events, excursions, and team activities
• Maintain accurate and up-to-date administrative processes and records
• Organise gifting for team members, partners, and stakeholders as required
• Oversee shipping and postage of parcels and mail
• Manage employee salary sacrifice requests and assist with purchasing learning materials and resources.
• Act as the main point of contact with building management for cleaning, maintenance, and security matters
• Facilitate the celebration of work anniversaries, birthdays, and project milestones
• Ensure the workplace remains organised, efficient, safe, and compliant with OH&S regulations at all times
• Provide support for ad hoc administrative tasks and special projects

Requirements

• 2+ years professional experience in a similar administrative role
• Highly organised with a great attention to detail
• Proactive and able to work independently, while still being a team player
• Excellent communication and interpersonal skills
• Experience with Microsoft Office (Word & Excel) and Google Suite (Google Docs & Sheets)
• Experience with coordinating travel arrangements
• An interest in games and video game development
• A good sense of humour!
• Legally able to work in Australia

Bonus Points

• Experience working with creative teams (video games or film etc)
• Experience with Notion & Miro
• Production experience and exposure to Jira / Agile / Kanban etc.
• Adobe Suite experience (Photoshop, Illustrator, Premiere Pro)
• We’re also keen to hear about any other interests that you may have which could contribute positively to our studio!

Critical Info

• Base salary is 60-65K+ AUD (excluding super) depending on experience and skills
• This is a part-time (approx. 3 days per week), fixed-term role for 12 months based in Melbourne, Australia
• Applications close Sunday, 12 January 2025
• We aim to move through the recruitment process as quickly as possible and will respond to all applicants regardless of the outcome. 
• Due to the large volume of applications we receive, we’re unfortunately not able to provide specific feedback to each applicant.

How to Apply

• Please share a cover letter explaining your interest in the role and why you would like to join the Hipster Whale team
• Please provide a CV detailing your experience
• Note that we use the Employment Hero / Swag platform to assist with our recruitment process. We don't expect you to autofill the application using the AI tools, nor populate a Swag profile on the platform, simply submit a personally written cover letter and CV document.

If you experience technical difficulties, you are welcome to send through an application via jobs@hipsterwhale.com instead. Please add [POSITION TITLE - YOUR NAME] in the email subject line and include answers to the following questions in your application:

Questions for Candidates

• Do you have 2+ years professional experience in a similar administrative role?
• What are your favourite tools for getting organised and managing tasks?
• Do you have experience coordinating company travel arrangements?
• Please describe your connection to or interest in video games
• Are you located in Melbourne, Australia?