Organisation: Association of Professional Engineers, Scientists & Managers, Australia trading as Professionals Australia
Overview
This newly created role offers a dynamic opportunity to support two senior leaders across diverse portfolios: the Director of the Collieries & Staff Division (CSD) and the Director of NSW. The Executive & Operations Coordinator will provide high-level administrative, operational, and project support, ensuring the smooth day-to-day functioning of both divisions. The role is ideal for someone who thrives in a quick-paced environment, enjoys managing multiple priorities, and has a strong foundation in finance, legal coordination, stakeholder engagement, and project management.
Role Description
Support to Director – Collieries & Staff Division (Approx. 50%):
- Support and coordinate team by monitoring internal administrative processes.
- Liaise with internal teams (Finance, CEO Office) and external stakeholders (lawyers, bookkeepers, auditors) on financial and operational matters.
- Maintain accurate records of all external legal matters and ensure confidentiality.
- Prepare quarterly committee papers and minutes with the assistance of the Director.
- Coordinate travel and reimbursements for committee members.
- Work with the bookkeeper to ensure all relevant information is available and stored.
- Collaborate with the industrial and organising team to send communications to members via phone, email, SMS, and digital platforms.
- Provide general administrative and operational support across varied tasks.
- Manage central enquiry email and phone line, triaging queries to relevant CSD staff.
Support to Director – NSW (Approx. 50%):
- Assist with budget tracking, credit card expense reconciliation
- Prepare meeting papers and minutes; support staff and committee members with travel logistics.
- Provide general administrative and operational support across varied tasks.
- Manage central enquiry email and phone line, triaging queries to relevant NSW staff.
- Lead small projects with multiple moving parts, ensuring timelines are met and stakeholders are held accountable.
Additional Responsibilities supporting both roles:
- Track project milestones and deliverables using tools like Monday.com; follow up with stakeholders to ensure deadlines are met.
- Manage NSW staff meetings across calendars, schedule meetings, and coordinate appointments across multiple time zones.
- Prepare high-quality presentations, reports, and briefing documents for internal and external stakeholders.
- Draft and proofread correspondence, memos, and communications on behalf of Directors.
- Coordinate and maintain confidential records, including HR, legal, and governance documentation.
- Assist in the development of project briefs, timelines, and post-event evaluations.
- Coordinate logistics for workshops, conferences, and retreats, including venue booking, catering, and AV requirements.
- Liaise with legal counsel to manage contracts, maintain legal registers, and ensure compliance with regulatory requirements.
- Act as a key point of contact for internal and external stakeholders, ensuring timely and professional communication.
- Support Directors in stakeholder engagement activities, including preparing briefing notes and follow-up actions.
Office Support functions (Sydney):
- Coordinate internal communications, newsletters, and updates to staff and members.
- Oversee office supplies, equipment, and facilities; liaise with building management and IT vendors for maintenance and upgrades.
- Liaise with central finance for procurement processes, including vendor onboarding, contract review, and invoice processing.
- Maintain and improve internal filing systems (digital and physical), ensuring compliance with data retention policies.
- Support onboarding of new staff, including IT setup, workspace preparation, and induction coordination.
- Use and maintain systems such as Monday.com, Xero, SharePoint, CRM platforms, and digital communication tools (e.g., Mailchimp, Slack).
- Ensure data integrity and security across all platforms used.
Key Selection Criteria
- Executive Support Experience
- Financial & Legal Administration
- Project & Event Coordination
- Communication & Stakeholder Engagement
- Technology Proficiency
- Organisational & Time Management Skills
- Initiative & Adaptability
- Confidentiality & Professionalism
Salary & Conditions
- Competitive salary $88,549 based on experience and qualifications.
- Hybrid working arrangements available.
- Generous leave provisions, including RDO’s and additional paid leave between Christmas and New Year.
- Opportunities for professional development and career growth.
Further Information
People from diverse backgrounds, including Aboriginal and Torres Strait Islander people, are strongly encouraged to apply.
Applications should address the Key Selection Criteria.
Send applications to Rob Coluccio, Director CSD, via the "Apply Now" button.
📌 Executive and Operations Coordinator
🏢 Professionals Australia
📍 Melbourne