Office Manager
Position: Office Manager
Location: Castle Hill, NSW
Employment Type: Part-time (Monday to Thursday, 9 AM – 4 PM)
Reports to: CEO
Salary:
About Us
We’re a small but mighty charity with a national reach, supporting vulnerable women facing an unplanned pregnancy across Australia through in-person, phone, and telehealth services. Our Castle Hill office is the beating heart of our operations, ensuring our services run seamlessly while fostering an inspiring, purpose-driven workplace.
We are looking for an exceptionally organized, proactive, and warm Office Manager to oversee administration, finance, HR, and executive support functions—while also being the friendly and professional first point of contact for our donors, stakeholders, and vulnerable women reaching out for support.
If you love variety, thrive in a fast-paced environment, and enjoy balancing big-picture strategy with hands-on execution, this role is for you!
About the Role
As the Office Manager, you’ll be at the centre of our operations, ensuring smooth processes, supporting the CEO, managing a high-performing team, and optimizing business functions.
Your role will be a mix of administration, financial coordination, team leadership, stakeholder engagement, and event management.
It’s perfect for someone who is:
- Super organized and detail-oriented
- Great at managing people and juggling multiple priorities
- An excellent communicator—warm, professional, and friendly
- Tech-savvy and comfortable with Microsoft Office, Xero, and cloud-based tools
- A natural problem solver who thrives in a mission-driven workplace
Key Responsibilities
🔹 1. Administrative & Executive Support
- Front Office Management:
- Greet visitors with warmth and empathy, creating a welcoming and supportive environment.
- Answer calls professionally, directing inquiries to the right people while maintaining confidentiality.
- Manage email communications, ensuring timely responses and clear delegation.
- Keep the reception area tidy, inviting, and well-stocked with informational materials.
- Appointment & Calendar Coordination:
- Use Office 365 to schedule staff meetings and avoid conflicts.
- Manage the CEO’s calendar—balancing meetings, events, and travel.
- Send meeting reminders and confirmations to internal and external stakeholders.
- Documentation & Reporting:
- Draft and distribute internal correspondence and reports.
- Prepare reports on centre activities, service usage, and client feedback for Board Meetings.
- Maintain and organize both digital and physical files for compliance and easy retrieval.
- Ensure board meeting dates are secured and minutes are distributed promptly.
- Meeting Preparations:
- Organize logistics for board meetings and staff gatherings.
🔹 2. Operations & Finance Coordination
- Bookkeeping & Financial Transactions:
- Process invoices, ensuring correct approvals and coding before payment.
- Track incoming donations and issue receipts to donors.
- Process & Procedural Efficiency:
- Identify administrative bottlenecks and recommend improvements.
- Train staff on new systems and processes, providing guides as needed.
- Use cloud-based collaboration tools to enhance efficiency.
🔹 3. HR & People Management
- Recruitment & Onboarding:
- Prepare employment paperwork and send contracts to new hires/contractors.
- Onboard new staff—setting them up with online systems, payroll and technology
- Offboarding:
- Ensure departing staff return all equipment and complete exit procedures.
- Training & Development:
- Identify professional development opportunities.
- Attend relevant training sessions on nonprofit management, admin, and finance.
- Share knowledge with the team to strengthen collective skills.
🔹 4. Event & Stakeholder Engagement
- Stakeholder & Donor Management:
- Be the first point of contact for donors, sponsors, and partners, ensuring excellent communication.
- Develop and nurture key relationships with stakeholders to support fundraising and partnerships.
- Event Coordination:
- Oversee planning, logistics, and execution of fundraisers including coordination of invitations, venue, and program.
🔹 5. Team Collaboration & Culture
- Team Engagement:
- Participate in regular team meetings, ensuring smooth operations.
- Support volunteer coordination—helping to train, onboard, and recognize volunteers.
- Foster open communication and feedback, encouraging team improvement.
- Mission Alignment:
- Be deeply engaged with our services and programs to understand the impact of your work.
- Advocate for the centre’s mission and values in all interactions.
- Build strong relationships with women seeking support, donors, and community partners.
What We’re Looking For:
- 5+ years in office management, operations, or executive support roles.
- Strong leadership & people management – able to motivate teams and streamline processes.
- Highly organized & detail-oriented – you keep everything running smoothly.
- Tech-savvy – proficient in Microsoft Office, Xero, and cloud-based platforms.
- Financially literate – understands invoices, budgets, and reporting.
- Outstanding communicator – warm, professional, and engaging.
- A flexible, problem-solving mindset – thrives in fast-paced
- Experience in event management & donor relations is a bonus!
Why You’ll Love Working Here:
- A workplace with heart – every day, you’re making a real impact on women’s lives.
- An incredible team – we’re fun, supportive, and passionate about what we do!
- A fast-paced, high-energy role – no two days are ever the same!
- Castle Hill office with a fantastic community feel.
How to Apply:
If this sounds like your dream role, we’d love to hear from you! Send your resume and a cover letter telling us why you’d be a great fit to info@diamondwomen.com.au
Come join a purpose-driven team where your work truly matters!
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