We’re looking for an Operations and Administration Manager

Title: Administration and Operations Manager 

Reports to: Strategic Director

Location: Preference for Melbourne, but open to anyone on the east coast of Australia, within easy access of a capital city. The WELA team works remotely from home, within AEST hours

Job Type: Full time or part-time (0.8FTE) negotiable. Permanent position. 

Salary: $82,045 FTE (pro-rata for PT), plus superannuation and 17.5% leave loading 

Job Requirements: Occasional (monthly) after-hours work; ability for occasional domestic travel, strong and stable internet connection and own devices (computer and phone)

Benefits: Flexible working location (working to AEST/AEDT time), work / life balance, supportive and empowering culture, mentoring opportunities, employee benefits include leave loading of 17.5% and additional leave over Christmas and New Year. 

WELA acknowledges First Nations peoples as the Traditional Custodians of the unceded lands on which we live, learn and work. We value their ongoing connections to Country and we pay our respects to Elders past and present. WELA honours the leadership of women of First Nations and we commit to building relationships that support self-determination and the healing of Country.

ABOUT THE POSITION

Do you want to contribute to saving the environment, solving climate change and taking on the patriarchy? 

Women’s Environmental Leadership Australia (WELA) is empowering, supporting and funding women’s and gender diverse leadership for our environment and climate action, to transform Australia’s response to our environmental and climate crises. We’re a small, growing and passionate team taking on some big challenges – and doing it with a good sense of fun and personal sustainability.

We’re looking for an Operations and Administration Manager with excellent people skills, a strong sense of initiative, and attention to detail. 

This is a new position for our growing organisation. You’ll be responsible for the smooth running of our operations, including administration (general and fundraising-related), systems and processes, governance, human resources, IT and data management. You’ll support us to onboard new positions and operational functions, and to transition from a small team with basic administrative support, to a fully functioning organisation with best practice operations and governance. You are essentially our Operations and Administration Department, so if you can see it needs doing, it’s part of your remit.  

You’ll work closely with the Strategic Director, and be supported by the Chair of the Board, our Finance Manager and the Program Logistics Coordinator. 

You’ll join a small but growing team, including the Strategic Director, Leadership Programs Producer, Communications Manager, Giving Circle Manager, Program Logistics Coordinator, our Program facilitators and an active Board, including two volunteer joint-Company Secretaries. We embody a vibrant and caring energy where we know what we’re doing, but we certainly don’t have all the answers. Learning, reflecting and balancing risks informs our passion and drive.

KEY TASKS AND DELIVERABLES

• Manage the general operations of the organisation, including organisational administration 
• Manage operational policy development, implementation and reporting
• Manage legal and regulatory compliance and reporting, and risk management 
• Manage people and culture processes, including recruitment, contracting, workplace health and safety, and onboarding of new staff and board members 
• Project manage a review of our CRM and data management processes, and lead implementation of any new CRM or data systems
• Manage internal systems and IT support to the organisation, including management of our Google Suite (Workspace), CRM and other tools 
• Support fundraising and engagement through data management, receipting processes, reporting and compliance, and grant tracking and acquittals  
• Support the governance processes of the Board and its committees through preparation of papers, regular reporting and compliance management and general administration
• Manage the organisation membership and support the company secretary in their duties
• Act as a first point of contact for the organisation including for general inquiries, program participants, partners and funders

As a small team, we support each other in our work so you’ll regularly be expected to jump in and help out wherever needed. Likewise, you can count on the support of the team however you need it.

ABOUT YOU

You’re passionate about our environment, and the important role of women’s leadership in creating a genuinely sustainable future in which people and the planet thrive. 

You want to use your experience and skills in operations management and administration to support a growing and dynamic start-up organisation with big ambitions. You’re excited by the opportunity to create new systems and to muck-in and get things done. You’ve got a keen eye for detail, a commitment to good process, and never let the small stuff slip through. 

You’ve got initiative, and can get on with the job of spotting opportunities and making things happen. You love variety, and are equally comfortable entering data as needed as you are with designing and implementing a new data management system. You don’t mind rolling up your sleeves, and you’ll do what it takes to get the outcome needed.

You’re tech-savvy, and happy to help everyone access the systems they need. You love being part of a small team, but are confident working independently.

You’re excited by the opportunity to talk with people individually about WELA’s work, whether it’s to new donors, or to external partner organisations. Your discretion and respectful approach means you work easily with a variety of stakeholders including the board. 

WELA is committed to creating a diverse and thriving community of women and gender diverse people for our environment and climate action. People from Aboriginal or Torres Strait Islander communities, communities of colour, or culturally and linguistically diverse communities are encouraged to apply.

KEY SELECTION CRITERIA

Essential

• Demonstrated commitment to our environment and / or women’s leadership 
• At least three years in a similar senior administration or operations role, such as Administration Manager, Operations Manager, General Manager, or Project Manager 
• Excellent time management skills, and an ability to manage across competing tasks and priorities while maintaining clear communication
• Strong sense of initiative, with excellent problem solving and critical thinking skills 
• Experience working with a variety of stakeholders including volunteers, funders and partners
• Good communication skills, including written and verbal communication 
• Confidence with relevant digital tools such as Google Suite, CRM tools and digital security protocols and practices
• Ability to work quickly and under pressure, with excellent attention to detail 
• Ability to work independently, manage projects and deliver work on time with limited supervision as part of a small decentralised dynamic team

Desirable

• Experience working in governance or supporting governance practices in an NGO or other organisation. 
• Experience in fundraising support, such as database management, donor liaison, grant management processes

Not sure if you’ve got 100% of the requirements? No-one does. If you’re interested and you believe you can meaningfully contribute to this role, we’d welcome your application. 

ABOUT WELA