VACANCY: Administrator
Parental leave cover – 12 months fixed term. Starting May 2025. 20 hour per week (flexible)
Join a dynamic small team and fast-paced purpose driven working environment.
Position Summary
We are seeking a highly organized and detail-oriented Administration Support person to provide administrative support to the General Manager. In this role, you will assist with a variety of key functions, including financial processing, event coordination, and office administration. You will play a crucial role in ensuring smooth operations by supporting, invoicing, payroll, and tax payments, while also supporting the Board of Trustees and the team with important meetings and projects.
Key Responsibilities
Executive Assistance
– Provide comprehensive administrative support to the General Manager, ensuring efficient workflow and communication.
Financial processing
– Conduct monthly budget downloads, ensuring accurate financial tracking and reporting.
– Process invoicing and bills through Xero, ensuring timely payments and accurate records.
– Process payroll using Smartly, ensuring employees are paid on time and accurately.
– Process tax payments and filings with the Inland Revenue Department (IRD).
Event Administration
– Coordinate events such as evening speaker talks, quarterly catch-ups, biodiversity forums, and the Annual General Meeting (AGM).
– Organize logistics, communicate with speakers and attendees, and ensure events run smoothly from start to finish.
Board of Trustees Support
– Serve as the Board Secretary, taking accurate meeting minutes and assisting with agenda preparation and document distribution.
– Ensure board meetings are organized efficiently, and all relevant materials are prepared in advance.
Team Support
– Take minutes for weekly team meetings, creating agendas, action points, and ensuring follow-through on key items.
– Provide administrative support for various team-related tasks as needed.
General Administrative Support
– Complete ad-hoc tasks and provide assistance to the team in a variety of areas as required.
– Maintain filing systems, manage office supplies, and handle correspondence as needed.
Skills and Qualifications
– Proven experience as an executive assistant or in a similar administrative support role.
– Strong proficiency in Xero, Smartly, and MS Office (Word, Excel, PowerPoint, etc.).
– Excellent organizational, multitasking, and time management skills.
– Exceptional attention to detail, particularly in financial tasks and record-keeping.
– Strong written and verbal communication skills, with the ability to take accurate minutes and communicate effectively with various stakeholders.
– Experience in event coordination and management.
– Ability to work independently and as part of a team.
– Knowledge of payroll processes and tax compliance is a plus.
Preferred Qualifications
– Previous experience working with boards or governance-related tasks.
– Familiarity with budget management and financial reporting.
– Experience in a non-profit or similar environment.
Personal attributes
The role requires an independent, self-motivated person, with a good sense of humour, excellent people skills, an interest in biodiversity and openness to learning and working alongside our diverse membership.
Interested candidates should submit a resume and cover letter detailing their relevant experience and skills to [email protected] before 13th April 2025.