Admin & Database Officer

The Organisation

Our client is an independent entity established to facilitate the formation of treaties between the State of Victoria and the First Peoples in Victoria. Their work is firmly anchored in Aboriginal culture, traditions, and legal frameworks. Guided by a collective panel deeply committed to Aboriginal self-determination, they engage with a diverse array of stakeholders, including the State of Victoria, the First Peoples’ Assembly, and Traditional Owners throughout Victoria.

The Role

We are seeking a highly organised Administration & Database Officer to provide broad administrative and database support to the Negotiations team. This is a varied role with a strong focus on database management, meeting administration, document preparation and keeping day-to-day processes running smoothly.

Your responsibilities will include:

• Maintain and update records within HubSpot
• Manage team email inboxes and coordinate incoming correspondence.
• Provide meeting administration, including preparing agendas, collating papers, taking minutes and tracking actions.
• Coordinate internal and external meetings, including meetings with Traditional Owner Groups.
• Maintain accurate records, filing and document management.
• Proofread and format briefs, correspondence and other documentation.
• Support the team with briefs, approvals and other matters requiring follow-up.
• Assist with the development and implementation of administrative processes to support the team.
• Provide diary and scheduling support to the Director as required.
• Provide general administrative support across the Negotiations team.

About You

We’re looking for a highly organised administrator with strong attention to detail and confidence managing a range of competing priorities. You’ll be proactive, comfortable working with databases and systems, and have strong written communication and document formatting skills. You’ll enjoy working as part of a busy team and be confident coordinating meetings and engaging with a range of internal and external stakeholders.

A passion for supporting First Peoples and an appreciation for culturally sensitive environments is essential. Experience working within First Nations organisations, NFPs or Victorian Government is advantageous.