Administrative Assistant – Trail Running (Casual)

About Us

Those Guys Events is a trail running events company based in South East Queensland. We organise events ranging from community trail series to multi-day ultras with up to 2,000 participants. Our small, tight-knit team delivers high-quality events in some of the best natural environments in SEQ.

The Role

We're looking for a highly diligent Administrative Assistant whose core responsibility is email management. In our business, virtually every workflow — registrations, supplier coordination, volunteer management, sponsor communications, event logistics — is triggered by an email. Your job is to make sure nothing falls through the cracks.

Every email that arrives must be actioned — reliably and on time. Sometimes that means handling it yourself: drafting a response, updating a registration, researching a supplier. Sometimes it means forwarding it to the right person with a clear, explicit request to action. Over time, you'll learn which emails you can handle independently and which need to be escalated.

This is not a passive inbox-monitoring role. You are the person who makes sure the entire team stays on top of what needs to happen.

What You'll Do

• Triage and action all incoming emails across multiple inboxes — nothing gets missed, nothing gets delayed
• Respond to external emails (athletes, volunteers, suppliers, land owners, sponsors) with accurate, professional and timely replies
• Forward and escalate emails to the right team member with clear context and an explicit action request
• Update systems as needed — registrations, spreadsheets, records — based on email requests
• Research and follow up — sourcing suppliers, chasing responses and gathering information as requested
• Flag urgent items — some emails need immediate attention, especially in the days before an event (often a Saturday)
• Maintain records of what's been actioned and what's outstanding
• Other administrative tasks as needed — for SEQ-based candidates, this may include occasional local errands such as pickups, deliveries or helping out at events (own transport required)

What We're Looking For

Must-haves

• Diligence above all else. This is the number one quality we need. Every email handled correctly. Every deadline met. Every detail right. If something could slip through the cracks, you're the person who catches it.
• Reliability and timeliness. Emails are actioned within expected timeframes. You don't need to be reminded.
• Ability to work independently. You'll often need to use your judgement about what an email needs and who should handle it. Common sense and good decision-making are essential.
• Fast learner. Our events, systems and processes will be new to you. You'll need to pick things up quickly and retain what you've learned.
• Efficiency. We're a small team. You need to work smart and move quickly without sacrificing accuracy.
• Strong written communication. Many of your interactions will be via email. Clear, professional and appropriate tone every time.
• Availability for occasional urgent work outside business hours. Event weekends (typically Saturdays) sometimes require urgent email responses. This isn't every week and may just take a few minutes of your time, but when it happens, responsiveness matters.

Nice-to-haves

• Experience in events, sport or outdoor recreation
• Familiarity with tools like Google Sheets and ChatGPT
• Interest in trail running or the outdoor community
• Based in South East Queensland with own transport (opens up additional local tasks, but not required)

What We Offer

• A casual role in a growing business with a strong community focus
• Fully remote — open to candidates anywhere in a convenient time zone (contractors welcome)
• Flexible hours that scale with the event calendar
• Exposure to all aspects of event management
• A team that values quality, efficiency, fun and sustainability

How to Apply

Send a short email to team@kinevora.com telling us why you'd be great at this role. We value substance over length — a few clear paragraphs beat a long cover letter.