Office and Administration Coordinator - Targeted Position

This is a Targeted Position. AIGI strongly encourages applications from Aboriginal and Torres Strait Islander people, who will be given priority consideration for this role. This position is part of a special measure under s. 8(1) of the Racial Discrimination Act 1975 (Cth) to support the advancement of Aboriginal and Torres Strait Islander peoples. All candidates are welcome to apply.

WHO WE ARE

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.

THE OPPORTUNITY

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.

Your main role responsibilities include:

• 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

WHAT YOU NEED TO SUCCEED

To be successful in this role, you ideally have:

• 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

WHO YOU ARE

You are a highly organised and proactive professional who thrives in a role that is both people-facing and operationally complex. You bring strong executive support skills and are comfortable working closely with a CEO in a trusted, confidential capacity - managing competing priorities, preparing for high-stakes meetings, and keeping the day running smoothly.

You are a clear communicator who takes pride in your attention to detail and your ability to build relationships across a range of internal and external stakeholders. You are adaptable, take initiative, and understand the importance of culturally safe and respectful engagement in an Indigenous governance context.

HOW TO APPLY

Please submit a copy of your resume along with your application. If you have any questions or require support in preparing your application, please contact Poppy Whale at [email protected]

AIGI is an Aboriginal and Torres Strait Islander organisation deeply committed to self-determination and community-led governance. This is a Targeted Position and Aboriginal and Torres Strait Islander applicants will be given priority consideration. We strongly encourage Aboriginal and Torres Strait Islander people to apply.

AIGI acknowledges the Traditional Owners of Country throughout Australia and recognises their continuing connection to land, waters and culture. We pay our respects to their Elders, past, present and emerging. This job advertisement comes from Gadigal Country.