Administration and CEO Assistant

Administration and CEO Assistant (Sydney)

Details Location: Sydney, NSW Company: International Aid & Development NGO Position: Full-Time

Who are we?

Islamic Relief is an international relief and development agency striving to alleviate poverty and suffering around the world regardless of race, political affiliation, gender, or belief.

Established in 1984 in response to the widespread famine in Africa, Islamic Relief has grown to be a well‑known and respected aid agency providing disaster relief and supporting the sustainable development of vulnerable communities in over 40 countries. Islamic Relief is a member of the UK Disasters Emergency Committee (DEC) and is an implementing partner for DFID, ECHO, the World Food Programme and UNHCR.

Islamic Relief Australia (IRAUS) is a member of the global Islamic Relief group of collaborating relief organisations that share a common vision, mission, and family identity, and all of which use the term “Islamic Relief” as part of their organisational name. Islamic Relief Australia has an annual turnover of approximately $15 million and employs 19 staff and over 150 volunteers throughout Australia to support local and international emergency, welfare and development projects, as well as fundraising and advocacy work.

Islamic Relief Australia has a diverse portfolio of humanitarian, welfare, and development projects being directly implemented by Islamic Relief staff and volunteers or through partnerships with local not‑for‑profit and community‑based organisations. Islamic Relief Australia is an active member of the Australian Council for International Development (ACFID) and adheres to the ACFID Code of Conduct, which defines minimum standards of governance, management, and accountability of development for non‑government organisations (NGOs).

Who are we looking for?

This role provides vital administrative and executive support across the organisation. The post holder will deliver efficient administrative services, including logistics, bookings, procurement, and compliance support, while also providing direct assistance to the CEO to ensure smooth scheduling, coordination, and follow‑up on executive priorities. The role also supports the Finance & Operations Manager in maintaining effective systems, compliance processes, and day‑to‑day operations.

Key Responsibilities

- Manage travel bookings, venue arrangements, and logistics for meetings, events, and staff travel.
- Provide day‑to‑day office administration, including supplies, correspondence, and filing systems.
- Coordinate procurement processes in line with policies, ensuring best value and compliance.
- Support organisational compliance requirements (e.g., WHS, contracts, ACNC/ACFID obligations).
- Provide executive support to the CEO, including diary management, scheduling, and correspondence.
- Prepare agendas, minutes, and follow‑up actions for Executive and Board meetings.
- Coordinate with internal and external stakeholders on behalf of the CEO.
- Handle confidential information with discretion and professionalism.
- Assist in maintaining accurate records for audits, policies, and regulatory requirements.
- Support Board governance processes, including preparing papers, maintaining registers, and tracking compliance.
- Assist in coordinating training and governance development initiatives.
- Provide administrative support to Finance & Operations and other teams as required.
- Assist with the implementation and monitoring of organisational systems and processes.
- Ensure policies and procedures are followed through procurement, travel, and compliance activities.
- Contribute to organisational culture by supporting collaboration, professionalism, and continuous improvement.

Skill Requirements

- Strong administrative experience, ideally in a not‑for‑profit or professional services environment.
- Excellent organisational and time‑management skills, with attention to detail.
- Strong written and verbal communication skills.
- Demonstrated ability to handle confidential information with integrity.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and office systems.
- Ability to manage multiple tasks, prioritise under pressure, and meet deadlines.
- Commitment to Islamic Relief’s vision, mission, and values.
- Strong administrative experience, ideally in a not‑for‑profit or professional services environment.
- Excellent organisational and time‑management skills, with attention to detail.
- Strong written and verbal communication skills.
- Demonstrated ability to handle confidential information with integrity.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and office systems.
- Ability to manage multiple tasks, prioritise under pressure, and meet deadlines.
- Commitment to Islamic Relief’s vision, mission, and values.

For more information, please refer to the attached Job Description

Only short‑listed candidates will be contacted.

Applicants must have the right to work in Australia.

Islamic Relief is a child‑safe organisation committed to the protection of the people we serve. Our recruitment and selection procedures are designed to ensure we only recruit people who are suitable and aligned with our standards on the safety of children and protection from sexual exploitation and abuse.

All appointments are subject to appropriate background checks and screening.

We promote diversity and equality in all our practices. Aboriginal and/or Torres Strait Islander people are strongly encouraged to apply.

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