BASIC FUNCTION

The Amy Gillett Foundation (AGF) is Australia’s leading bike rider safety organisation. It was established in 2006 with the sole purpose of promoting safe cycling and reducing the incidence of death and injury to Australian bike riders.

The Office Manager is responsible for providing high level administrative and executive support and is the first point of contact for general enquiries. It is a busy role and would suit someone who is proactive, enjoys variety and excels at multi-tasking. Duties include supporting the CEO & Executive team, looking after a small office and providing general Human Resources assistance. The incumbent works closely with the whole team and supports the Board as needed.

The position report to the CEO and is based in the Amy Gillett Foundation office in Melbourne CBD, with a requirement to travel as required to attend Foundation business activities. A combination of working from home/ in the office is negotiable. Under current COVID restrictions the position works solely from home.

Part time hours are negotiable for the right candidate.

RESPONSIBILITIES

The Office Manager is responsible for:

• General day-to-day management of all office functions (e.g. answering phones, managing office emails, maintaining AGF contacts, monitoring staff usage of “hot desk” hours)
• Provides high level executive & administrative assistant to the CEO (priority) and the Executive team including managing the CEO calendar, monitoring CEO emails, managing the team calendar, preparing documents and presentations, and completing general administrative duties.
• Under direction, provides general HR assistance (e.g. assists with recruitment, prepares documents, completes inductions, assists in the development of HR policies)
• Coordinates the AGF monthly team meeting
• Maintains AGF equipment such as iPads, projector, promotional collateral and conducts the annual inventory
• Manages the deadline registry and software license renewals
• Coordinates CEO and AGF Board meeting appointments
• Orders, dispatches, and maintains the AGF merchandise inventory
• Will assist with the implementation of the new CRM software platform and then assisting with ongoing maintenance of the CRM system
• Will assist with the implementation of a new records management system
• Coordinates travel & accommodation bookings
• Supports AGF programs & events as directed
• Other tasks as directed by the CEO & directors

COMPETENCIES

Behavioural

• Excellent written and oral communication skills
• Excellent interpersonal skills with the ability to be discreet and deal with a wide range of stakeholders
• Consistent and unquestionable ethical conduct in all business interactions
• A focus on working to achieve goals or surpass a standard of excellence without compromising quality and safety standards
• Excels at being proactive with the ability to work independently as well as co-operatively and collaboratively
• Respect for the origins of the Foundation and ongoing relationships with Amy’s family and others who are impacted by death and trauma from bike crashes
• A genuine interest in bicycle riding and empathy for those who ride; and
• Commitment to the mission and values of the Amy Gillett Foundation.

Management

• Prudent manager of time and able to meet deadlines.
• Excellent attention to detail
• Fast thinker with the ability to troubleshoot/resolve office management issues as they arise
• Understands the importance of managing key stakeholder relationships

Technical

• Clear, bright telephone manner
• Drivers license preferable
• Demonstrates high level of computer literacy and can produce correspondence, presentations, and reports both of a general and highly confidential nature on behalf of the CEO and Executive team.

To be successful in this role you will need:

• Office administration experience of at least 5 years OR recent graduate with bachelor’s degree in a relevant field
• Relevant Human Resources experience
• Excellent communication & interpersonal skills and excellent attention to detail
• High level computer literacy including mail merge, excel, word, PowerPoint
• A genuine interest in bicycle riding and empathy for those who ride bikes
• Experience in the non-profit sector (desirable)
• Driver's license (desirable)

Further details:

For all enquiries please contact Amelia Cavanagh [email protected] using the subject line: Office Manager enquiry via EthicalJobs.

Please note applications will close as soon as the position is filled.