Operations & Administration Manager

Job Description

Contracted Services Role - 30 hours/week

Role Summary

ICSEI is seeking a highly organized and responsive Operations & Administration Manager to support the daily functioning, governance, and administrative operations of the organization. This contractor role combines operational coordination, membership support, event planning logistics, financial administration, and digital communications support.

The role focuses on ensuring smooth operations, strong documentation, proactive communication, and effective logistical coordination across ICSEI’s global virtual environment. The successful contractor will work independently and collaboratively with ICSEI’s Board, committees, networks, and partners.

Key Responsibilities

Organizational Operations and Administration

• Coordinate Board and standing committee meetings and support follow-up.
• Maintain ICSEI’s digital systems, documentation, and organizational records.
• Respond to inquiries and support communication across ICSEI leadership.

Membership Services

• Manage membership systems, renewals, inquiries, and records.

Congress and Event Coordination

• Support planning and logistics for ICSEI’s annual Congress and other events.
• Coordinate with Local Organizing Committees (LOCs) and track event timelines.

Financial Coordination

• Support budget tracking, payments, and event transactions.
• Work with ICSEI’s accountant to maintain accurate financial documentation.

Communications and Digital Infrastructure

• Prepare organizational announcements and updates.
• Maintain and update ICSEI’s website and social media presence.

Vendor and Contract Administration

• Support administration of vendor contracts and monitor deliverables.

Basic Governance and Board Support

• Assist with Board, committee, and network coordinator meeting logistics, documentation, and information flow.

Time Commitment, Flexibility, and Contract Fee

This is a contracted role for providing services 30 hours/week.

Contract fee: $5,500 AUD per month, negotiable based on experience and qualifications.

ICSEI operates across global time zones; flexibility in scheduling is essential. Hours may be distributed across the week as needed; the contractor is expected to manage hours flexibly to meet organizational obligations. ICSEI does not define working time by a set number of hours per day or days per week; however, successfully fulfilling the role responsibilities will generally require that the contractor be available for at least some portion of time five days per week.

Qualifications

• Demonstrated experience in providing administration and operations support.
• Strong organizational, communication, and coordination skills.
• Digital fluency (websites, member systems, Microsoft Office, Zoom).
• Ability to work independently in a virtual global environment.
• Fluency in English is required.
• Knowledge of education research, policy, and/or practice is an asset.
• Experience working with not-for-profit or corporate Boards or membership organizations is desirable.

How to Apply

Please submit your resume/CV (with contact information for two referees) and a one-page cover letter through
Indeed (click here). In your letter, briefly describe your relevant experience and your interest in working with ICSEI in this capacity. Please note that applications missing a cover letter will not be considered. Applications will be reviewed on a rolling basis until the position is filled.

Applicants based in Australia:
ICSEI is also contracting separately for Company Secretary services (a small additional governance role requiring residence in Australia). If you are based in Australia and wish to be considered for both the Operations & Administration Manager and Company Secretary roles, please indicate this in your application letter. This is optional and does not affect consideration for the Operations & Administration Manager role.

About the Organization

Founded in 1988, the International Congress for School Effectiveness and Improvement (ICSEI) is a global community of researchers, policymakers, and practitioners working collaboratively to enhance equity and
excellence in education. ICSEI is registered not-for-profit with charity status in Australia (ABN: 56631442370).