Communications and Administration Manager

About PEF

The Public Education Foundation (PEF) is a national not-for-profit that funds scholarships and mentoring for students in Australian public schools. We are a small, high-performing team with a significant external presence, and the quality of what we put out matters to us.

About the Role

This is the role that keeps PEF's communications honest. In a fast-moving team led by an entrepreneurial CEO, you are the person who catches what others miss, holds the quality line, and makes sure nothing goes out the door unless it is right.

You manage the CEO's inbox and PEF's general inbox. You are the quality gate for PEF's external-facing and formally sensitive communications, and you have genuine authority to hold something back if it is not ready. You also own the data accuracy and mail merge processes behind our events and scholar communications, where getting a name or an amount wrong has real consequences.

The right person for this role finds genuine satisfaction in precision. You build systems that prevent errors before they happen. You are the person a high-performing CEO relies on to protect the organisation's reputation with every communication that goes out.

What You Will Do

Inbox and Communications Management

• Manage the CEO's inbox and PEF's general inbox daily: triage, route, draft responses, and make sure nothing falls through
• Draft routine and complex correspondence on behalf of the CEO, matching tone and brand accurately across different audiences
• Track all correspondence so every thread is followed through

Quality Assurance

• Serve as the quality gate for PEF's external-facing, broadcast, and formally sensitive communications, including donor correspondence, grant submissions, newsletters, event invitations, and government communications
• Return communications with clear, constructive feedback when they are not ready
• Review all event materials before they go to the Events Contractor or production team. Zero errors is the standard.

Data Accuracy and Mail Merge

• Own and test all mail merge processes across PEF
• Verify source data before every merge against HubSpot and PEF Apply
• Build and maintain a library of approved brand templates so the team always has a quality-controlled starting point
• Identify recurring data errors and work with the Operations and Finance Manager to fix them at a systems level

Stakeholder and Event Administration

• Own the administrative relationship with the Events Contractor and internal production manager
• Manage student registration and check-in on major event days
• Take and circulate Board and governance meeting minutes within five business days
• Coordinate the dispatch of scholar recognition items: personalisation, addressing, and mailing

What We Are Looking For

• Exceptional attention to detail. Errors bother you and you build habits and systems to prevent them.
• Experience in executive support, operations, or program coordination in a not-for-profit, government, education, or membership organisation
• Excellent writing skills: CEO emails, Board papers, and donor letters all read well when you draft them
• Calm, organised, and consistent. The person others count on when pace and accuracy both matter.
• Comfortable with CRM and email marketing platforms; experience with HubSpot, Mailchimp, or similar is an advantage
• Commitment to public education

To Apply

Please send your CV and a cover letter providing a short overview of your relevant experience.