Job Description
Operations & Executive Support Coordinator
Location: Colombo, Sri Lanka (hybrid)
Employment Type: Full-time
Supervisor: Business Manager
About the Opportunity
BY Partners is recruiting on behalf of Tank, an Australian consulting firm specialising in government engagement, advocacy and campaign work for not-for-profits, communities and the social purpose sector.
This is a hands-on business support role at the centre of a small, fast-moving professional services team.
Reporting to the Business Manager, the Operations & Executive Support Coordinator will provide practical administrative, executive and operational support across the business. The Business Manager, Directors and client-facing team spend more time on their core work that is critical to the growth of the business.
The role combines executive assistance, diary and meeting coordination, business administration, internal systems, education and engagement, social media and marketing support and execution, and general operational coordination and execution.
It will suit someone who is highly organised, responsive and detail-focused, and, importantly, someone with strong initiative and practical judgment. We are looking for a person who can recognise what needs to happen next, resolve problems and implement and progressively take ownership of the resourcing requirements. Well suited to someone who will be someone with a positive, supportive disposition who approaches problems constructively and builds good working relationships easily.
About our Client
Tank is a purpose-driven consultancy that partners with not-for-profits, community organisations, and the social purpose sector to strengthen advocacy and government engagement. Our team collaborates with clients to deliver outcomes and to build enduring relationships with stakeholders in the public and non-profit sectors.
Main Duties and Responsibilities
Executive and Administrative Support
- Provide high-quality administrative support to the Business Manager, Directors and wider team.
- Coordinate calendars, meetings and appointments across multiple teams.
- Coordinate meetings with clients and internal stakeholders; arrange meetings, prepare agendas and follow-up actions.
- Assist with meeting preparation, including minutes and briefing notes and travel arrangements.
- Support with project administration and coordination of tasks and deadlines.
- Manage email and other administrative processes as delegated by the Business Manager.
- Assist with client administration tasks to ensure timely and accurate information
Business Operations
- Assist with maintaining and improving internal business systems, processes and documentation.
- Coordinate onboarding and offboarding of staff and contractors, including HR and administrative tasks.
- Support with procurement, budget tracking and expense management.
- Contribute to reporting and governance processes where required.
- Identify opportunities to streamline or improve routine administrative processes.
Marketing and Social Media
- Support the delivery of social media and marketing activity.
- Assist with brand consistency, content planning and calendars.
- Assist with creating and compiling content and communications for external channels.
- Monitor and report on marketing and communications activity.
Business Development Support
- Assist with preparing client proposals, presentations and materials for business development opportunities.
- Coordinate bid responses and tender submissions.
- Support with client relationship management and opportunities tracking.
Client and Project Support
- Assist client-facing teams with the administrative aspects of client delivery.
- Coordinate project documentation, reports and client communications.
- Assist with research and background information gathering to support client work.
- Support project teams with scheduling, logistics and procurement activities.
Systems and Technology
- Use core systems effectively, including Microsoft 365, Outlook, Teams, and other platforms to support operations.
- Maintain accurate records and ensure data security and compliance.
- Assist with the onboarding and training of staff on internal systems and tools.
- Identify and follow up on system improvements to support efficiency and accuracy.
General
- Provide professional, proactive and collaborative support to the Business Manager and wider team.
- Demonstrate initiative, adapt to changing priorities and work well under pressure.
- Support a positive, inclusive workplace culture and uphold the organisation's values.
Skills & Experience
Qualifications
- Relevant bachelor’s degree or higher qualifications are viewed favourably.
Experience
- Experience in administrative support, business operations, or a professional services environment is advantageous.
- Experience in or with Australian government, not-for-profit or social purpose sector will be viewed favourably.
Skills
- Strong organisational skills and attention to detail.
- Ability to manage multiple tasks and meet deadlines.
- Proactive and collaborative approach to work with internal and external stakeholders.
Performance Goals
- Adherence to Tank’s policies, processes and rules.
- Deliver timely and accurate client deliverables and administrative support.
- Proactive communication and collaboration with cross-functional teams.
How to Apply
Please submit your CV and a short cover letter outlining relevant experience, monthly salary expectations, and why you would be a great fit to the provided email address with the subject line “Application – Operations & Executive Support Coordinator.”
Please keep a copy of this job description for your records.