Office and Administration Manager

Purpose of Role

Dusseldorp Forum is an independent family foundation with a long legacy of bringing people together to develop shared solutions to complex challenges. We provide long-term funding, build connections, support learning and advocate alongside those working towards a better society.

Reporting to the General Manager, the Office and Administration Manager's main functions include office management, administration, information co-ordination and executive support to the Executive Director, General Manager and broader team as well as guiding the operational activities of the foundation in line with the strategic direction of Dusseldorp Forum.

Responsibilities

Executive Assistance & Administration

·       Inbox and diary management assistance for the Executive Director and General Manager

·       Internal & external meeting management including agenda creation, recording actions & minutes and tracking action progress

·       Travel management and conference registration assistance

·       Assist with finance ad-hoc tasks as required

·       Manage and support foundation events including internal team days and partner events

·       In addition, assist the General Manager with;

‒      Recruitment and onboarding of new team members

‒      Internal communications

‒      Coordination of team schedules and in-office days

‒      Building a collaborative and engaging work culture

Office Management

·       Monitoring and management of the general enquiries inbox from the foundation website

·       Efficient and proactive office management coverage including;

‒      Ensuring the office environment is maintained and the meeting areas are prepared for attendees

‒      Supply and replenishment of office supplies

‒      Relationship manager for all office suppliers eg. couriers, trade persons, etc 

‒      Management of records & hard copy filing

‒      Liaising with Building Management and ensuring office security

·       Responsible for IT assistance and liaising with IT Support contact when required

·       Manage and maintain foundation databases – Google Drive, Pipedrive, DropBox

Board Administration

·       Coordination of meeting invitations, logistics and catering for Board meetings (3 times per year)

·       Manage the process, creation and format of Board papers and reports

·       Printing and distribution of board reports

Partner Liaison

·       Assist with administration processes for Foundation Partners

·       Main contact for enquiries and hosting when using the Dusseldorp office

Required Experience & Skillset

• Previous office management experience

• Excellent written and communication skills

• Ability to manage time effectively and be flexible with a varied workload

• Sound IT knowledge (Mac / Apple products) and the confidence to troubleshoot general issues

• The ability to develop and maintain operational systems and processes

• Proven formal meeting minute taking skills and understanding of board administration cycles

• Document management, format and proof-reading experience

• An understanding of the Philanthropic sector desirable but not essential