Administration Officer

About Beyond Zero Emissions

Beyond Zero Emissions (BZE) is driving Australia's transition to a zero-emissions economy through ambitious research, influential engagement, and compelling communications. We're looking for an Administration Officer to help keep our organisation running smoothly, with a strong focus on donor operations and administrative excellence.

About the Role

This is a fantastic opportunity for a highly organised, detail-oriented professional to play a key role in BZE's administration and donor operations. You'll manage shared inboxes and inbound calls, keep our CRM (HubSpot) accurate and up to date, monitor donations across multiple platforms, and coordinate grant and acquittal tracking. You'll also drive fortnightly check-ins across our donor, grant and acquittal trackers, confidently following up action owners so nothing falls through the cracks.

Beyond donor operations, you'll support event logistics, maintain our Operations Manual, and take on a range of general administrative duties.

This role suits someone who takes genuine pride in accurate records, reliable systems, and is comfortable (and confident) chasing people up, including senior stakeholders, to get things done.

Hours: 0.8 part-time, with flexibility including hours that fit within the school day

Location: Melbourne (based)

Key Responsibilities

• Monitor shared inboxes (donations@bze.org.au, info@bze.org.au) and central phone line, ensuring timely action or reassignment
• Maintain accurate, complete and current HubSpot CRM records for all donor-related information and contacts
• Monitor donations received via bank transfer, Raisely, Good2Give, GiveNow, PayPal, Benevity and other platforms
• Maintain the donor pipeline, grants, and acquittals trackers in collaboration with the CEO and EA
• Identify upcoming grant opportunities and ensure submission/acquittal requirements are clearly documented and assigned
• Convene fortnightly tracker review meetings with the CEO, CFO/COO and EA, maintaining the action register and following up owners
• Coordinate donation receipting, including EOFY donor receipts
• Maintain filing and version control for proposals, acquittals and grant documentation
• Provide general office administration, including rental invoice checks and asset register maintenance
• Maintain BZE's Operations Manual, ensuring key processes stay current
• Coordinate internal staff event logistics and team travel arrangements
• Act as liaison with BZE's outsourced IT provider
• Support event logistics for donors and Board events
• Provide administrative support for HubSpot and Raisely communications

What You'll Bring

Experience

• 2+ years' experience in an administrative or executive support role, ideally in the not-for-profit sector
• Diploma or higher qualification in business administration or a related field, or equivalent experience

Skills & Expertise

• Demonstrated experience managing CRM/database systems with a high degree of accuracy (HubSpot experience an advantage)
• Strong attention to detail and a track record of following tasks through to completion — including holding others accountable
• Ability to build and maintain reliable trackers, workflows and filing systems
• Strong prioritisation skills, able to manage competing deadlines and escalate issues early
• Confidence and diplomacy in following up with senior stakeholders, including executives
• A proactive, solutions-focused approach with the ability to manage up effectively
• Self-motivated, able to work autonomously and as part of a team
• Strong written communication skills, including donor correspondence
• Sound judgment and discretion when handling sensitive donor and financial information

Personal Attributes

• A confident communicator who can tactfully but persistently chase up colleagues and senior leaders
• Genuine commitment to BZE's vision, and an understanding of or interest in climate action and Australia's zero-emissions transition
• A team player with a can-do attitude, happy to pitch in wherever needed
• Ability to represent BZE positively across a wide range of stakeholders

Why Join BZE

• A supportive, mission-driven team who celebrate each other's wins
• Thorough onboarding and ongoing training
• Genuine flexible work arrangements to support work-life balance
• Five weeks of paid annual leave, including an extended end-of-year office closure
• Three days paid Professional Development Leave and two days paid Volunteer Leave per year

• Free and confidential Employee Assistance Program

Applications should be submitted via the BZE website and must include:

1. Your current CV
2. A cover letter demonstrating your interest in the role and in BZE

Applications will be reviewed as they are submitted so don't delay - apply asap! 

Beyond Zero Emissions is committed to building a diverse and inclusive workplace. We encourage applications from all backgrounds, including Aboriginal and Torres Strait Islander people, LGBTQIA+ individuals, people from diverse cultural and linguistic backgrounds, and people living with disability.

A position description is attached.