Vision and Purpose

Our Vision: A future where invertebrates are appreciated and valued, and their biodiversity is sustained, across Australian lands and waters Our Purpose: to provide an integrated scientific approach to the conservation and promotion of all Australian invertebrates

Primary Objective of Role

The primary objective of the Administrative Assistant is to provide high-level secretarial, administrative and executive support to the Managing Director, Business Manager, Comms & Fundraising Manager and Programs Manager. The Administrative Assistant will organise meetings and events, create agendas and take minutes, support external communications and marketing activities, manage record keeping and filing, information sharing and ICT systems, and assist in planning and reporting, executed in alignment with Invertebrates Australia’s Code of Conduct, policies and procedures.

Organisation

The Administrative Assistant will work under the direction of the Managing Director.

Key Responsibilities

Key responsibilities are those over which the role holder has a controlling impact on end results and where shared responsibility with others is subordinate.

• Organise Meetings and Events
• Manage Equipment
• Support External Communications
• Support Internal Communications
• Support Recruitment and Onboarding
• Support Marketing Activities
• Manage Record Keeping and Document Sharing
• Support IT Systems
• Assist in Planning and Reporting

A detailed list of duties and tasks will be made available. Other duties may be required as the organisation and services develop.

Key Challenges & Complexities

The key challenges and complexities faced in delivering this role in the context of the responsibilities highlighted above are: Understanding and responding appropriately to multiple stakeholders’ needs Prioritising and organising work in a dynamic environment with tight deadlines Dealing with unplanned changes, or unexpected scheduling conflicts Ability to think creatively, take the initiative and independently solve problems Ensuring all communications are clear, accurate, concise and timely Exercising discretion and maintaining privacy and confidentiality

Requirements

The Administrative Assistant will need to have the following experience, skills and knowledge:

Experience:

• Working in administrative and/or executive assistant roles
• Working in a multi-disciplinary, small team
• Working in an online environment
• Working with Aboriginal and multicultural stakeholders
• Producing high-quality written material such as reports and newsletters
• Producing high-quality external communications
• Managing office supplies and equipment, IT equipment and services
• Managing records, data and document storage and information retrieval systems
• Undertaking small projects

Skills:

• Teamwork and interpersonal skills
• Verbal and written communication
• Administration
• Planning and scheduling
• Prioritisation, organisation and time management
• Basic website development
• Records and document management
• Information management and knowledge management
• Basic database skills
• Advanced program management software and communications software skills including in Asana, Slack, Google Workspace, Canva etc

Knowledge:

• Relevant Tertiary qualification (Certificate IV, Diploma or Degree) in Administration, Business Administration, or equivalent knowledge and experience
• Broad knowledge of Information and Communication Technologies
• Contemporary understanding of the Australian environmental charity

Values and Qualities:

The Administrative Assistant will need to demonstrate the values of the organisation and the personal qualities required for the role: Organisational Values: Curiosity, Respect, Collaboration, Diversity, Integrity: Personal Qualities, Organisation, Friendliness, Resilience, Self-Motivation, Conscientiousness, Creativity, Flexibility