Join Human Quotient Group

Key responsibilities

1. High-Level administration, for example:

• Executive support: Managing and coordinating logistics for high-level internal and external meetings. This includes managing access to and focus of founders’ time.
• Correspondence and communication: Drafting, editing, and managing professional communications, CVs, presentations, and reports on behalf of the founders.
• Travel and events management: Run sheets and event execution, organising and booking ad hoc domestic and international travel, including itineraries, accommodation, and transport.

2. Operational and business support

• Financial administration: Handling transactional finance tasks, managing expense reports, maintaining checks of payroll, timesheets and leave documentation and systems, checking contract documents, assisting with basic bookkeeping or acquittals. 
• Managing purchasing, client and vendor relationships.
• Human Resources support: assisting with recruitment logistics, onboarding of new staff, and maintaining confidential employee records

3. Project and initiative delivery

• Hands-on execution of tasks and low-to-mid complexity projects delegated by the founders, ensuring things get done quickly and efficiently and taking accountability. 
• Researching and preparing internal options papers and reports. Seeking input and resolving different opinions, where required.
• Working with complex information, managing spreadsheets and large documents to support tenders, bids and grant applications.
• Coordination: acting as the central point of contact for internal teams (and, in some cases, external stakeholders) to ensure alignment and follow-through on initiatives.
• Occasionally represent HQG at conferences, networking events and other areas to support business growth.

4. Information and systems management

• Organising and maintaining critical documents (e.g. insurance records), digital files, and knowledge management systems to ensure the leadership team has immediate access to necessary information.
• Maintaining and updating policies and procedures. 
• Maintaining oversight and operations of systems and platforms used in the business. These may include: work management systems, HR systems, marketing and CRM platforms, tender and grant application systems and AI tools.

Role accountabilities

• This is a critical support role, acting with direction from and reporting to the business founders. However, we want you to also feel supported to initiate ideas and identify priorities.
• You will engage with the team to understand their work and engage in people and culture activities. From time to time you might deliver key pieces of work that require subject matter expertise from our broader team.
• You’re able to operate autonomously and efficiently, knowing when to brief the founders and seek guidance to move initiatives forward.

Selection criteria

Mandatory requirements:

• Australian citizen.
• Able to achieve a baseline security clearance.

Essential:

• More than 4 years’ experience in managing administrative functions in dynamic environments.
• Experience working with leaders with different personalities.
• Experience liaising professionally with C-Suite executives and/or senior Defence/APS leaders. You’re able to professionally and positively engage with people from diverse backgrounds and skillsets and effectively nurture relationships.
• Ability to prioritise, organise, explore requirements and present information for decision making.
• Awareness of Defence and government operations and environments.
• Ability to identify and solve problems and deal with diverse tasks and requests.
• Exceptional English communication (written and spoken) and organisational skills.
• Ability to work remotely, with Google Suite and Monday.com (work management tool) and other software platforms, as required.
• A veteran, Defence or veteran partner or connection to Defence service (e.g. adult child of veteran).

Desirable:

• Experience in Defence Industry / high security environments.
• Experience in marketing or project support/management.
• Knowledge and/or experience in social enterprise sector.

Attributes & skills

• You have excellent verbal and written communication skills.
• You’re known for your strong work ethic and integrity; you take initiative, do what you say you’re going to do and can manage obstacles effectively.
• You’re passionate about continual improvement, collaboration, innovation and agility.
• You are an advocate for diversity and inclusion.
• You’re enthusiastic, positive and self-aware.
• You’re keen to authentically and professionally representing HQG in forums and networking opportunities.

Work environment

• Location: open. You will be required to occasionally travel (paid by the employer).
• Hours: minimum 30 hours/ week, up to 40 hours.
• Work from home. Flexible working arrangements supported.
• Veteran/Defence family specific benefits and leave entitlements include: access to reserve service; health and wellbeing allowance; financial, legal and claims benefit; commemoration leave; ADF family posting leave.

Measuring performance

During the probation period (the first 3 months of employment), you will have monthly meetings with the business founders. These meetings will constructively discuss your progress, performance and any needs you may have. After probation, you will have a performance review meeting every 6 months.

Your performance in the role will be measured against the role’s Key Performance Indicators which will relate to:

• Time and project management: You will be expected to complete projects efficiently and quickly.
• Accountability: doing what you say you will and proven execution.
• Quality of execution: professional standard communication and operations.
• Employee satisfaction: We monitor employee wellbeing and satisfaction regularly.