Administration & Project Coordinator

At SEC Newgate, our people are at the heart of everything we do—and they’re what set us apart. We create an environment that stimulates and rewards our people, where staff are supported to contribute ideas and embrace opportunities to achieve their goals.

We are Australia’s largest full-service strategic communications firm for complex issues and high-stakes decisions, serving as trusted advisers to some of Australia’s most preeminent organisations. SEC Newgate’s Research and Engage teams provides deep experience, expertise and data-driven advice to our clients to help manage sensitive issues, steer through a crisis, bolster reputations, communicate with key stakeholders and the community, and roll out effective advocacy campaigns.

We look for people who are curious, self-motivated and collaborative. If you are like-minded and are motivated by working with a talented team on issues that matter, keep reading to see what’s on offer.

About The Role

We’re looking for a proactive and highly organised coordinator to support our Research and Engage teams across both client projects and team operations. This newly established role offers a blend of billable project work and non-billable administrative support.

Based in Sydney, the position is ideally worked across 5 days per week, with flexibility in daily hours and hybrid work between home and office. A minimum of 30 hours per week is required, with full-time hours also considered (and in between). We are all about getting the right fit and happy to talk about flexibility through the interview process, making it suited to those that may be seeking a balance between work and personal commitments (such as school-hour arrangements).

In this role, you’ll help ensure projects run smoothly by coordinating schedules, stakeholder engagement, fieldwork logistics, and supporting with project tasks like notetaking, formatting, and data checking. A key focus of this role will be managing the coordination of qualitative research and community engagement activities—including in-depth interviews, focus groups, and stakeholder forums—working directly with participants or liaising with specialist recruitment agencies. You’ll also assist with team operations, including coordinating meetings and tracking project pipelines.

This role will suit someone who genuinely enjoys a career in operational and project support. We’re seeking someone who embed themselves in our team and will thrives on coordination and team support. You will have a strong attention to detail, excellent time management, and the confidence to engage with a wide range of stakeholders—from senior executives and technical specialists to community members.

Key Responsibilities

Project Support

• Build an understanding of the Research & Engage business strategy and goals and help support delivery of client projects.
• Coordinate in-depth interviews, focus groups, and other forums — including stakeholder outreach (via research agencies or direct contact), scheduling, and serving as the main liaison between the research, consulting, client, and external teams.
• Support the setup and coordination of community engagement forums (e.g. workshops, deliberative forums, or large-scale events).
• Liaise with research recruiters (where required) and manage participant coordination for research fieldwork.
• Source and book venues for the different forums and manage associated logistics.
• Upload interview notes/recordings into the relevant project folders.
• Prepare timely progress reports during interview recruitment and fieldwork for the project lead and/or client.
• Manage the master stakeholder list for energy sector perceptions audits.
• When required assist with the management of proposal development on nominated new business proposals, including assisting with new project site set up, ISO recording and HubSpot updates.
• Assist in the preparation of collateral and moderator packs.
• Support qualitative projects by setting up participant activities on platforms such as Recollective, Slido, and Mural; sending invitations; and arranging Zoom or Teams meetings. (In-office training will be provided for specialist research platforms if needed)
• Undertake data entry of participant workbooks when required.
• Assist with notetaking for in depth interviews when required.
• Provide support for quantitative research tasks, such as checking survey links, assisting with the coding of participant verbatim feedback into themes for analysis, data checking, and report proofing.
• When required, join client teams to manage WIP checklists and timelines.
  
  

Administrative Support

• Executive Support of Sydney Research & Engage Partners (calendar organisation, arranging internal and/or client meetings, HubSpot entries, expenses and adhoc requests)
• Coordinate and attend (taking notes and actions where required) the regular Research & Engage leadership and team meetings
• Manage and prompt response for the resourcing spreadsheet
• Assist with data entry and updates in the tender tracking sheet
• Support proposal development when required
• ISO (privacy) register and audit preparation
• Provide general administrative support such as meeting preparation, notetaking, printing, and ad hoc tasks as required
• Travel bookings
• Reception cover for lunch and leave rosters
• Collaborate with the Business Support team across offices
  
  

Skills & Experience

• Highly organised, with strong attention to detail and time management skills
• Able to prioritise tasks, work independently and problem solve
• Strong verbal and written communication skills
• Comfortable conversing with a range of stakeholders, including senior executives, technical teams, and community members
• Confident using internal systems and platforms such as Microsoft Office Suite
• Experience using HubSpot would be beneficial
  
  

Why SEC Newgate?

• We want people to thrive. We believe our people should be in the driver’s seat of their growth but within a supportive environment. We take a holistic approach to deliver better outcomes for our clients. 
• We work on stuff that matters. We are proud to work on complex projects and issues that make a material difference to our clients and communities. This provides a stimulating and motivating environment to grow and contribute. 
• We can be flexible on how we get there but not on delivering excellence. We support a flexible work environment that gives our people opportunities to work under different arrangements. This is a joint decision with a focus on what’s needed to deliver exceptional client outcomes whilst balancing personal needs and preferences 
• We aim to think and act beyond ourselves. We strive to improve ESG outcomes for our clients and ourselves, focusing on inclusion, diversity and sustainability. 
• Connection is at the heart of our culture. We connect daily, encourage constructive and active contributions to ideas and discussions, and want to encourage genuine collaboration to deliver better outcomes for our clients. Our culture embraces a philosophy of ‘one firm firm’. 
• We’re good people to work with. Our staff and our clients tell us that they enjoy working with us. We believe that providing a nurturing and supportive environment and sharing a passion for what we can achieve, are important parts of our success. 
• We relish being ‘Glocal’. We enjoy the strength of a global vision and network co-created with a local flavour. We are empowered to shape our future and opportunities within the Australian business, whilst embracing the benefits of a global organisation 
  
  

Are we a match?

If this sounds like the right fit for you and your eager to contribute to a dynamic team, we would love to hear from you – apply today!

SEC Newgate is proud to be an equal opportunities employer. We strongly encourage applications from all qualified candidates including Aboriginal and Torres Strait Islander people, people from diverse cultural and religious backgrounds, people with disabilities and people from any gender identity or sexual orientation.