Front Office Administrator at RecruitMyMom

Job Description

• Acting as the primary point of contact for an established professional membership body, this role is critical for driving seamless member engagement and executing cross-functional operational workflows. It offers a structured administrative professional the opportunity to take ownership of multi-channel stakeholder communication, executive governance support, and end-to-end office administration within a stable, long-term environment.

Key Responsibilities

• Stakeholder Experience: Manage front office and switchboard operations, ensuring consistent, professional triage and tracked resolution of all member and external stakeholder queries.
• Communication Coordination: Design, coordinate, and distribute bulk email communications while maintaining accurate, segmented membership mailing lists to ensure timely and aligned digital updates across websites and social media platforms.
• Newsletter & Content Management: Spearhead the end-to-end newsletter assembly by gathering multi-departmental inputs, tracking contributor deadlines, managing external production vendors, and verifying final draft accuracy.
• Committee Secretariat Duties: Provide comprehensive administrative support to the Marketing Committee by scheduling sessions, drafting agendas, taking precise minutes, tracking critical deliverables, and organizing historical documentation.
• Governance & Executive Support: Assist the Chief Executive Officer and Operations Manager with structured governance tasks, including preparing highly accurate Board packs, maintaining secure institutional records, and auditing compliance deadlines.
• Advertising & Procurement Admin: Direct advertising booking schedules, verify copy approvals, monitor placement deadlines, and track performance records.
• Office Infrastructure Oversight: Supervise daily office supply levels, maintain robust document control filing systems, and coordinate third-party infrastructure vendors such as cleaning and IT support teams.

Requirements

• Substantive Experience: A minimum of 8–10 years of verified experience spanning administrative coordination, high-level client engagement, and front office management.
• Process Execution: Proven capability to independently prioritize workloads, manage strict institutional deadlines, and execute follow-through across multiple departments.
• Communication Stature: Exceptional written and verbal communication skills, demonstrating the composure and maturity required to interface with senior industry delegates.

Required Software Skills

• Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Digital Bulk Email Communication Tools
• Basic Website and Content Management Systems (CMS)