About The Moreton Bay Foundation (TMBF)

The Moreton Bay Foundation (TMBF) exists to create a sustainable future for Moreton Bay through partnerships, leadership and knowledge. Our vision is for Moreton Bay to be recognised and celebrated for its pristine and globally significant natural assets and biodiversity.

TMBF’s strategic goals are to:

• foster an engaged and aware community;
• facilitate collaboration;
• receive and synthesise advice from scientists and knowledge holders;
• support impactful research;
• encourage evidence-based decision-making in a transparent and accountable manner to inform government and decision makers and;
• maintain a strong, respected, sustainable, and accountable organisation.

The Opportunity

We are seeking a proactive and detail-oriented Operations Support Officer to provide essential administrative support to our CEO, Programs Manager, Operations Manager and the Board. This part-time position offers a fantastic opportunity to contribute directly to the success of TMBF and make a real difference for Moreton Bay.

Purpose of the Role

You will be instrumental in ensuring the smooth day-to-day operations of TMBF by providing comprehensive administrative assistance, particularly in supporting and distributing communications, coordinating meetings and events, and developing key materials.

Location

The position is predominantly a work-from-home role, but will require some in-person duties (attending events and meetings) in the greater Brisbane area. Reliable internet access is critical.

Key Responsibilities

As our Operations Support Officer, your responsibilities will include:

Fundamentals:

• Providing a range of administrative and support services, including contract administration, records management, routine correspondence, meeting and event coordination.
• Liaising with our external service providers including website manager, and IT support.
• Maintaining effective communication with our accountant/bookkeeper regarding account keeping and external/internal finance matters.

Membership:

• In collaboration with the Program Manager, implementing the operational plan for revised membership levels.
• Working with the company accountant to process new membership applications and renewals, ensuring timely issuance of payment invoices/receipts.
• Maintaining an accurate and up-to-date membership register using Airtable.

Event Management:

• Organising venue bookings and catering as instructed for TMBF events.
• Creating engaging invitations and promotional materials using Canva or other graphic design software.
• Managing the distribution of invitations and diligently following up on RSVPs.
• Maintaining accurate invite lists and tracking responses.
• Sourcing and ordering event merchandise as required.

Fundraising Tools:

• Monitoring and maintaining our online platforms for workplace giving and peer-to-peer fundraising (currently inactive).

Communications:

• Efficiently responding to enquiries sent to the admin inbox, escalating and redirecting issues as necessary to ensure accurate information is provided.
• Collaborating with the Program Manager to source and create compelling content for our quarterly newsletter, regular website updates (using WordPress for simple updates), and social media.
• Working closely with the CEO/Program Manager to design and organise the printing of impactful marketing, fundraising, and membership materials.

Administration:

• Scheduling, setting up technology for, and taking minutes (potentially) for Board and committee hybrid meetings.
• Providing other administrative support as required by the CEO and Program Manager.

Skills and Experience Required

To be successful in this role, you will possess:

• Proven experience in administration and operations support.
• The ability to engage effectively with individuals from diverse backgrounds and at all levels.
• Experience with, or the ability to quickly learn, Google Workspace, Mailchimp, Airtable (for member register updates), WordPress (for basic website changes), and Salesforce (our current CRM).
• An innate ability and willingness to quickly learn and adopt new technologies, including the use of AI, to streamline work processes.
• Excellent communication skills, both oral and written
• Graphic design skills to produce engaging presentations, brochures/booklets, invitations, and posters.
• The ability to effectively prioritise needs and manage diverse tasks simultaneously
• Ability to work in a team with strong emotional intelligence.
• Demonstrated cultural awareness, respect, and inclusivity.

A position description is attached.