Officer, Administration, Oceans

Company Description
About Us
Minderoo Foundation is a modern philanthropic organisation. We take on tough, persistent issues with the potential to drive massive change. We incubate ideas and accelerate impact. We push the limits of what is believed possible.
Minderoo Foundation is independent, forward thinking and seeks effective, scalable solutions. We are proudly Australian, and one of Asia’s largest philanthropies.
Minderoo’s Oceans Focus Area aims to return the ocean to a healthy state, free from pollution and safeguarded for future generations. Our work will focus primarily in the Indo-Pacific region but we may also look at neighbouring regions (e.g. Eastern Pacific Ocean and Southern Ocean).
Job Description
About the Opportunity
Reporting to the Executive Director, Oceans. The successful candidate will provide exceptional administrative and operations support. Working collaboratively with other Focus and Enabler areas, and Corporate Services as part of our matrix structure. Including supporting the Oceans leadership team on accounting, people, recruitment, IT, and other administrative matters as required.
This role facilitates and coordinates, tracks, and prioritises a range of critical tasks and projects in support of the broader Oceans team including:

• Managing and coordinating the day-to-day operation schedules, calendars, and appointments for complex meetings, and domestic/international travel arrangements across multiple geographies and time zones.
• Coordinating team meetings, preparation of agendas, capturing action items and arranging attendance of guest speakers.
• Managing logistics, scheduling, planning, and disseminating of materials for events, expeditions, workshops and interface with Chair and Co-Chair Offices.
• Records and data management including, but not limited to, management of Microsoft Teams pages, SharePoint site and maintaining an organised filing system.
• Management of administration and travel budget items, including overseeing expense reporting.

The successful candidate will also manage one direct report and supervise and manage the workload of Administration Coordinators responsible for planning and management of domestic and international travel, expense management, purchase requisition and invoicing support. Supporting events and meeting coordination for program heads.
Qualifications
About You
To be successful you will be an outstanding collaborator and communicator. With superb organisational skills to balance the quality of work with meeting critical deadlines. Coupled with the resilience to thrive in an agile working environment.

• Proven and successful experience working in a similar multifaced and complex role. Adding value by resolving operational issues and improving efficiencies.
• Stakeholder management – confidently and collaboratively works with stakeholders at all levels.
• Exceptional communication skills. With an ability to communicate confidently and effectively with internal and external stakeholders, and adjust to a wide variety of working styles.
• Resilient and self-managing, with the ability to work autonomously.
• Intermediate to advance skills with MS Office Suite including - Outlook, SharePoint, Excel, PowerPoint, and Microsoft Teams.

Additional Information
Next Steps
Please attach your resume and a cover letter explaining why you are interested in this opportunity, and highlighting your relevant experience.
Applications close: Sunday 21st January 2024
Please note we reserve the right to extend application close date or close applications early should a suitable candidate be identified.
Minderoo Foundation uses a hybrid work model. Minderoo Foundation embraces Equal Opportunity and promotes diversity. We actively encourage Aboriginal & Torres Strait Islanders, people of all backgrounds, ages, sexual orientation, and those with Disability to apply.