Office and Administration Coordinator

Role Overview

• Providing dedicated executive assistant support to the CEO, including diary and inbox management, travel coordination, stakeholder meeting management, and researching and preparing briefings and documentation for executive activities
• Supporting the CEO with governance-related administration and communication with the Board and key stakeholders
• Coordinating Board and sub-committee meetings, including preparing agendas, booking venues and travel, and providing secretariat support
• Coordinating domestic travel for staff, associates, and participants, liaising with Corporate Traveller as required
• Overseeing general office services and supplier relationships, including monitoring the AIGI inbox and phone line, and managing stationery, couriers, and workspace maintenance
• Managing IT equipment provisioning and maintaining the internal equipment register
• Assisting the Finance and Administration Manager with financial administration tasks, including drafting bills and coding expenses
• Administering WHS compliance activities, including onboarding and refresher training, maintaining registers, managing contractor documentation, and coordinating remote work check-in systems
• Organising logistics for in-person Board meetings and biannual staff offsites, including venue hire, catering, travel, and scheduling, ensuring WHS and accessibility requirements are met
• Any additional tasks that align with your role and responsibilities as directed by the CEO or leadership team

Requirements

• Demonstrated experience in office or business administration, preferably in a not-for-profit or Indigenous organisation
• Demonstrated experience working with Indigenous organisations, communities, and individuals
• Proficiency in office coordination including diary and inbox management, travel booking, and minute-taking
• Experience providing executive-level support to a CEO or senior leaders
• Experience organising Board or executive-level meetings, including preparing agendas and taking minutes
• Knowledge of WHS administrative requirements
• Confidence managing external suppliers and service providers (e.g. couriers, IT support, Telstra)
• High-level organisational and time management skills
• Ability to work effectively both autonomously and as part of a team