The Business Support Specialist will work as part of a team within the Australia Program coordinating tasks that include office management, executive support, meetings management, and dedicated event activities in support of the Australia Program. The Business Support Specialist’s willingness to assist others will be key to the success of this role and will contribute to the ambitious conservation objectives of The Nature Conservancy. This role is integral in the delivery of support services and the efficient running of the office.
The Business Support Specialist will work towards meeting the strategic priorities of the program by implementing tactics for approved plans, and completing day-to-day tasks and activities. They may be responsible for planning and execution of logistics for special events and/or meetings, purchasing, central filing, mailroom operations, facility management, telecommunications, and reception. In addition, the Specialist may perform Information Systems tasks, including liaison with our IT Operations Manager who is based in Brisbane. They will respond to inquiries about program activities, create program materials, and draft correspondence. They will be well versed in the systems and resources utilized by the team in order to execute assigned tasks. They will maintain, track and research data, produce and review reports, and perform program analysis. The Specialist will provide guidance in satisfying administrative requirements based on extensive knowledge of policies and procedures. They will provide support and targeted training related to the functional area of the team. They will implement processes and practices in order to improve effectiveness. The Specialist will communicate with staff in various programs across the Conservancy, as well as with donors, volunteers, vendors, and business relations. They will communicate or distribute information to assist staff in making decisions, solving problems, and improving workflow.
The responsibilities and scope of the role include:
Office Management (expected to take about 25% of time):
- Answering phones
- Incoming and outgoing mail management
- Maintenance of our incoming cheque register
- Ordering stationary and other office supplies
- Ensuring office equipment and facilities (such as printer and photocopier) are maintained
Executive Support (expected to take about 40% of time):
- Provide high quality administrative support to the Country Program Director
- Arrange domestic and international travel arrangements for the Country Program Director
- Calendar management for the Country Program Director
- Processing credit card expense reports for the Country Program Director
- Drafting correspondence
Meetings Management (expected to take about 20% of time):
- Coordinate meeting agendas for key meetings, including meetings of the TNC Advisory Board, Australia Program Leadership Team and Australia Program Staff Meetings
- Assist in producing, collating and circulating agendas and papers for relevant meetings in a timely manner
- Produce accurate minutes of meetings
- Provide assistance with meeting room technology/communications systems
Events and Projects (expected to take about 15% of time):
- Coordinate activities with multiple variables, set realistic deadlines and manage timelines and budgets
- Support will be provided to conservation projects and other business projects as and when skills are required
The Specialist will:
- Demonstrate sensitivity in handling confidential information;
- Work within the scope of the program’s strategic goals;
- Act independently on assigned tasks and exercise independent judgment based on analysis and experience, referring difficult questions and unusual problems to supervisor;
- Coordinate projects with several variables, working within a defined timeline and budget;
- May act as a resource to others to solve problems and act in supervisor’s stead when instructed;
- Provide input through project teams for the improvement of existing programs;
- Work constructively and co-operatively with members of the team;
- Explore ways to consistently be more efficient and accurate in their own area of work.;
- Be committed to the delivery of service and support that is value for money;
- Work in an environment that has infrequent exposure to disagreeable elements and minor physical exertion and/or strain; and
- Work is diversified and may not always fall under established practices and guidelines.
- Experience coordinating administrative processes;
- Experience generating reports and interpreting data;
- Experience in business writing, editing, and proofreading;
- Experience organizing time and managing diverse activities to meet deadlines; and
- Experience working across teams and communicating with a wide range of people.
DESIRED QUALIFICATIONS
- A can-do attitude, flexible and mature approach to work tasks, and a willingness to learn;
- Multi-lingual skills and multi-cultural or cross-cultural experiences are appreciated;
- Ability to analyze information for the purpose of coordinating and planning activities, and solving problems;
- Ability to use existing technology to achieve desired results;
- Excellent interpersonal skills and demonstrable experience working with diverse stakeholders;
- Experience interpreting guidelines to achieve desired results;
- Ability to prioritse and multi-task a range of priorities and work under pressure to meet deadlines;
- Proficient in the use of office equipment and computer software packages, such as MS Word, Excel, PowerPoint;
- Able to be self-sufficient;
- Strong organization skills, accuracy, and attention to detail.