Receptionist, Office and Administration Coordinator

POSITION DESCRIPTION – RECEPTIONIST, OFFICE AND ADMINISTRATION COORDINATOR

About AIEF

The Australian Indigenous Education Foundation (AIEF) is a private sector led, non-profit organisation focused on empowering Indigenous children to build a future through quality education and careers. A product of a strong partnership between the Australian Government and the private sector, AIEF has set up a Scholarship fund to open the doors to leading schools and universities for young Indigenous Australians and support them to pursue productive and fulfilling careers.

We work with hard heads, soft hearts and capable hands, setting the benchmark in transparent and evidence-based reporting and producing tangible results.

www.aief.com.au

Receptionist, Office and Administration Coordinator

Reporting to the General Manager, this position involves a variety of responsibilities including being the ‘face’ of AIEF for phone enquiries and visitors, ensuring the office runs in a smooth and effective manner and providing general administration duties to the General Manager and Pathways Manager.

Key responsibilities

As AIEF’s Receptionist, Office and Administration Coordinator, you will be responsible for the following:

Reception duties
• Provide friendly, efficient and courteous front desk reception during normal business hours including answering telephones and welcoming staff, students and visitors to the office.
• Sort and distribute incoming mail and organise outgoing mail.

Office coordination
• Develop, implement and monitor office systems and processes in regards to office and kitchen supplies and office maintenance.
• Ensure meeting rooms are stocked and maintained for external and internal meetings including preparing tea and coffee for visitors (when required).
• Take an active role in creating a safe and healthy work environment.

Administration
• Manage and organise diaries including coordinating and scheduling meetings.
• Coordinate travel arrangements including flight and accommodation for the AIEF team.
• Coordination of reports, program and event deliverables across multiple stakeholders within the organisation.
• Administration including drafting agendas, minute taking and meeting notes, photocopying, printing, scanning, shredding and binding.
• Review, draft and update PowerPoint presentations, Excel spreadsheets and Word documents including electronic audio diction typing.
• Database entry, soft and hard copy filing systems and maintaining filing systems.
• General errands to assist the General Manager and Pathways Manager.

Key skills, knowledge and experience

AIEF is seeking a highly organised and professional Receptionist, Office and Administration Coordinator with a friendly manner, attention to detail and mature judgement who takes pride in the work they do. It is essential that the right person for this role is experienced, reliable, accurate, highly efficient and productive.

The right person for this job will be:

• Experienced in reception, office coordination and administration work.
• Highly proficient in Microsoft Excel, Word, PowerPoint and Outlook.
• Mature, pleasant, presentable and adept at communicating and building relationships with a diverse range of stakeholders.
• Thorough and accurate with a high level of attention to detail.
• Highly organised, hardworking, self-motivated and able to manage timelines and deliverables.
• Have strong interpersonal skills – good diplomacy skills and a confident nature, with a high level of energy and enthusiasm.
• Have the ability to multitask and be flexible – adaptability is essential as priorities will frequently change.
• Have ability to work autonomously and demonstrate a high level of initiative with strong problem-solving skills.
• Display high levels of tact and discretion when dealing with sensitive and confidential information.
• Have exceptional communication, administrative and written skills.
• Capable of managing and maintaining a database.
• Able to work in a highly professional and busy team environment.

Aboriginal and Torres Strait Islander people are encouraged to apply.

This position is based in our Sydney office.

Terms will be negotiated depending on the knowledge, skills and experience of the successful candidate.

All AIEF employees are required to undergo ‘Working with Children Police Checks’ as a condition of employment.