POSITION DESCRIPTION Administrative Officer About Us We’re all about empowering people to take action in key areas where we can have the most impact: to keep ahead of climate change, save the reef and oceans, restore our iconic landscapes and protect our unique wildlife. Central to our approach is the use of citizen science, where people from all walks of life gather critical scientific data to generate environmental insights, inform future policy and motivate long-term behaviour change. Earthwatch was founded in 1971, (established in Australia in 1982) with five offices around the globe, aiming to empower people to save the natural world. We do this by engaging the community directly in environmental and sustainability experiences through Work (corporate programs), Life (student and teacher programs) and Play (public expeditions). This hands-on experience bridges the gap between science and the community, creating an informed society that can translate scientific knowledge into sustainable action. We are a small, yet powerful organisation united in the following values: Responsibility: The wellbeing of our staff, researchers, volunteers and the environments in which we work is at the core of our operations Integrity: We act at all times in good faith and with exemplary honesty and transparency Professionalism: All of our actions demonstrate our commitment to the highest standards of professionalism and service Inspiration: We are inspired by our work and we seek to inspire others with experiences and knowledge that enable them to take action Inclusion: We are greater than the sum of our parts; we collaborate with others and bring together diverse backgrounds with dignity, respect and fairness The Role The Administrative Officer plays a key role in ensuring smooth and efficient office operations by providing high-level administrative support to the executive team. This role coordinates day-to-day office activities, supports HR processes, and streamlines operational functions. The candidate will work autonomously, while also collaborating with the whole team to enhance efficiencies. About You You have strong technical abilities, exceptional communication skills, and a keen eye for detail. You pride yourself on your initiative, discretion and are committed to fostering a positive workplace culture. You’re available to work a minimum of two days per week on site. Essentials Experience in office administration, executive assistance, or business operations. Strong proficiency in Microsoft 365 (Teams, SharePoint, Outlook) and CRM systems. High level of technical literacy, with the ability to learn and adapt to new digital platforms. Strong organisational skills, with the ability to manage multiple tasks and prioritise effectively. High level of discretion and integrity in handling confidential information Excellent written and verbal communication skills, with a friendly and professional demeanor. Ability to work autonomously while also collaborating as part of a team. Desirables: Experience in HR coordination and recruitment processes is desirable. A passion for the environment Experience in the not-for-profit sector CONTRACT: 2 years, Fixed-term, SALARY: $56,000 ($70,000 pro-rata) KEY ACCOUNTABILITIES Make our space a great place to be Maintain a tidy, welcoming, well-functioning office environment Purchase office supplies & consumables as required Maintain positive working relationships with office suppliers, ensuring optimal service levels Reserve & set up meeting (virtual and physical) spaces as required Ensure key office procedures are in place; including, but not limited to HSEC procedures such as, equipment testing & tagging, banking, working from home checks, security of office/safekeeping of company equipment and merchandise Help to reduce the environmental impact of EWA’s office and to promote sustainable practices within the team and office space Improve and streamline internal processes Create, review & update operational Standard Operating procedures (SOPs) as required Review and improve internal systems, including filing and MS use (e.g. Teams, Sharepoint) to streamline efficiencies Ensure accurate data entry and record-keeping in CRM system Use ClickUp (PM tool) to plan, record and allocate tasks Coordinate HR processes Coordinate our intern program: working with the team to identify needs, advertise positions, screen applicants and organise OnBoarding and OffBoarding Coordinate annual employee engagement survey and support COO in implementing actions arising Deal with all external employment and intern queries Assist in planning EW employee events Become an admin and superuser of Employment Hero, to automate HR processes, and: Review, update and implement employee handbooks, performance criteria and company policies Assist in recruitment activities, including screening candidates and coordinating interviews. Streamline and automate the OnBoarding process Create a digital employee handbook and ‘how to’ guide Assist in day-to-day operational efficiency Handle incoming/outgoing emails, mail and phone calls, alongside in-person queries, processing enquiries & leads via CRM Prepare weekly invoice payments and monthly CEO credit card reconciliations Support COO in month-end budget processes Organise executive schedules, and governance meetings as required Coordinate the OnBoarding of new Board (and Sub-Committee) members, ensuring a consistent process, and accurate records Collate, submit & manage insurance claims Assist in preparation of documentation and collateral Execute ad-hoc operational tasks Other duties Participate as part of the Incident Management team, taking responsibility for the Duty Officer role as required Undertake upskilling & professional development as agreed/required to fulfil your role effectively Assist in the continual improvement of EW processes and procedures Where mutually agreed, assist in organisational projects as they arise Selection Criteria: Experience in office administration, executive assistance, or business operations. Strong proficiency in Microsoft 365 High level of technical literacy & adapt to new systems quickly Discretion and integrity in handling confidential information This is an exciting opportunity to contribute to a dynamic and mission-driven organisation. If you are a motivated and skilled administrative assistant looking to make an impact, we encourage you to apply Applications will be reviewed upon receipt, and interviews may be organised within the application window. Applications will close 30 March