Work for a Not for Profit Organisation that prides itself on providing employees with a supportive working environment. We are born and bred on the Sunshine Coast, but our work takes us all over the world, with our mission to change it one life at a time. Neighbours Aid is a growing organisation with 33 happy and engaged employees and over 500 volunteers and you could be our next superstar
The Project Administration Assistant provides operational and administrative support to the Project & Development Manager and the Administration Team. The role ensures efficient management of project processes, donor communications, promotional activities, and organisational administration. By maintaining professionalism and confidentiality, the position helps facilitate the effective delivery of Neighbours Aid's mission and supports the growth and sustainability of its programs.
This is a part time position starting at 15 hours a week with room to grow for the right person.
Key Performance Indicators
* Provides effective assistance to staff, volunteers, and customers to foster a positive and productive workplace culture.
* Demonstrates effective time management and prioritisation of tasks.
* Maintains accuracy and timeliness in data entry and record‑keeping.
* Consistently demonstrates reliability, punctuality, and commitment to assigned duties.
* Upholds professional standards of care, confidentiality, and integrity.
Key Responsibilities
Projects
* Provide administrative and financial support for projects, including accurate data entry, receipting, and reconciliation.
* Maintain donor and sponsor records, prepare correspondence, and support donor engagement.
* Assist with travel bookings, reporting requirements, and liaison with partners and stakeholders.
Promotions
* Support the preparation and distribution of newsletters, social media content, and promotional material.
* Contribute to the planning and execution of fundraising campaigns and promotional events.
* Maintain communication databases and assist in the development of engagement strategies.
Administrative Support
* Provide general office and reception duties, ensuring a professional and welcoming environment.
* Manage filing, archiving, and office correspondence in line with organisational policies.
* Uphold confidentiality and privacy in all matters relating to staff, volunteers, and stakeholders.
Organisational Contribution
* Provide accurate and timely information about Neighbours Aid's activities to staff, volunteers, and customers.
* Support and promote the Neighbours Aid Mission Statement.
* Assist in the advancement of all Neighbours Aid stores where possible.
* Participate in orientations, training, and meetings as required.
* Professionally represent Neighbours Aid at all times.
* Promote and uphold a proactive approach to workplace health and safety.
* Maintain confidentiality and privacy in all matters relating to staff, volunteers, donors, and organisational processes.
Key Deliverables
* Accurate and timely project and donor data entry, reconciliation, and reporting.
* Professional and prompt donor correspondence, strengthening relationships and engagement.
* Efficient and reliable administrative and reception support, ensuring smooth office operations.
* Consistent delivery of newsletters, social media content, and promotional materials.
* Full compliance with confidentiality, WH&S, and organisational policy requirements.
* Active contribution to Neighbours Aid's overall mission, growth, and sustainability.
Key Success Metrics
* 98%+ accuracy in project and donor data entry.
* Donor correspondence delivered within 5 business days.
* Quarterly communications (newsletters/social media) delivered on time.
* Positive feedback from staff, volunteers, and donors.
* 100% compliance with confidentiality, WH&S, and organisational standards.
Key Capabilities
* Strong organisational and time‑management skills.
* High attention to detail and accuracy in data and financial tasks.
* Effective written and verbal communication skills.
* Ability to manage competing priorities and deadlines.
* Proficiency in office software (Word, Teams, Outlook, PowerPoint, Excel) and database management (e.g., MYOB, Mailchimp, Donorbox, SupporterHub).
* Commitment to confidentiality, professionalism, and the mission of Neighbours Aid.
Qualifications
Cert III/IV in Business/Office Administration or equivalent qualification/experience would be highly regarded.
How to Apply
Please submit your resume and a cover letter addressing how you meet the Key Capabilities by the 1st of January 2026.
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