Office and Administration Coordinator

This is a fully remote position, open to applicants in Australia.

📋 Description

• Delivering dedicated executive assistant support to the CEO, which includes managing the diary and inbox, coordinating travel, handling stakeholder meeting management, and researching and preparing briefings and documentation for executive activities.

• Assisting the CEO with governance-related administration and communication with the Board and key stakeholders.

• Organizing Board and sub-committee meetings, which entails preparing agendas, booking venues and travel, and providing secretariat support.

• Coordinating domestic travel for staff, associates, and participants, and liaising with Corporate Traveller as necessary.

• Overseeing general office services and supplier relationships, including monitoring the AIGI inbox and phone line, as well as managing stationery, couriers, and workspace maintenance.

• Managing the provisioning of IT equipment and maintaining the internal equipment register.

• Assisting the Finance and Administration Manager with financial administration tasks, such as drafting bills and coding expenses.

• Administering WHS compliance activities, which include onboarding and refresher training, maintaining registers, managing contractor documentation, and coordinating remote work check-in systems.

• Organizing logistics for in-person Board meetings and biannual staff offsites, ensuring venue hire, catering, travel, and scheduling meet WHS and accessibility requirements.

• Performing any additional tasks aligned with your role and responsibilities as directed by the CEO or leadership team.

⛳️ Requirements

• Proven experience in office or business administration, preferably within a not-for-profit or Indigenous organization.

• Established experience working with Indigenous organizations, communities, and individuals.

• Proficient in office coordination, including diary and inbox management, travel booking, and minute-taking.

• Experience in providing executive-level support to a CEO or senior leaders.

• Familiarity with organizing Board or executive-level meetings, which includes preparing agendas and taking minutes.

• Understanding of WHS administrative requirements.

• Confidence in managing external suppliers and service providers (such as couriers, IT support, Telstra).

• Exceptional organizational and time management skills.

• Ability to work efficiently both independently and as part of a team.

🏝️ Benefits

• Competitive salary and benefits package.

• Opportunities for professional development and growth.

• Supportive and inclusive work environment.