[Hiring] Office and Administration Coordinator @PARTALE

Role Description

We have an exciting opportunity for an Office and Administration Coordinator to join our team! This is a varied and hands-on role that sits at the heart of AIGI’s day-to-day operations. A significant component of the role involves providing dedicated executive assistant-level support to the CEO, coordinating travel, managing stakeholder meetings, and preparing briefings and documentation for executive activities. Alongside this, the role ensures the smooth running of office operations, WHS compliance, and event logistics across the organisation.

• Providing dedicated executive assistant support to the CEO, including diary and inbox management, travel coordination, stakeholder meeting management, and researching and preparing briefings and documentation for executive activities
• Supporting the CEO with governance-related administration and communication with the Board and key stakeholders
• Coordinating Board and sub-committee meetings, including preparing agendas, booking venues and travel, and providing secretariat support
• Coordinating domestic travel for staff, associates, and participants, liaising with Corporate Traveller as required
• Overseeing general office services and supplier relationships, including monitoring the AIGI inbox and phone line, and managing stationery, couriers, and workspace maintenance
• Managing IT equipment provisioning and maintaining the internal equipment register
• Assisting the Finance and Administration Manager with financial administration tasks, including drafting bills and coding expenses
• Administering WHS compliance activities, including onboarding and refresher training, maintaining registers, managing contractor documentation, and coordinating remote work check-in systems
• Organising logistics for in-person Board meetings and biannual staff offsites, including venue hire, catering, travel, and scheduling, ensuring WHS and accessibility requirements are met
• Any additional tasks that align with your role and responsibilities as directed by the CEO or leadership team

Qualifications

• Demonstrated experience in office or business administration, preferably in a not-for-profit or Indigenous organisation
• Demonstrated experience working with Indigenous organisations, communities, and individuals
• Proficiency in office coordination including diary and inbox management, travel booking, and minute-taking
• Experience providing executive-level support to a CEO or senior leaders
• Experience organising Board or executive-level meetings, including preparing agendas and taking minutes
• Knowledge of WHS administrative requirements
• Confidence managing external suppliers and service providers (e.g. couriers, IT support, Telstra)
• High-level organisational and time management skills
• Ability to work effectively both autonomously and as part of a team

Company Description

The Australian Indigenous Governance Institute (AIGI) is an Aboriginal and Torres Strait Islander organisation recognised for leadership and excellence in Indigenous governance. We support Indigenous peoples, organisations, and communities with tools, resources, and networks to strengthen self-determination through strong self-governance. Headquartered at Brisbane Technology Park with staff working remotely across Australia, AIGI is governed by an all-Indigenous Board. Our 2025–2028 Strategic Plan focuses on Indigenous Governance Leadership and Success, Indigenous knowledge and wisdom, and long-term sustainability.

To find out more about our organisation, visit our website www.aigi.org.au .