Operations, Administration and Engagement Support Officer

What can we offer you?

  • A senior, trusted role at the centre of our organisation

  • Variety, autonomy and influence - no two days look the same

  • Flexibility that actually works, including hybrid working and understanding around life commitments

  • Close, collaborative relationships with respected medical professionals and industry leaders

  • The chance to shape systems, streamline processes and leave things better than you found them

  • Involvement in conferences, training and industry events

  • A unique working environment in the cosmetic medicine and rejuvenation space, with optional access to industry perks for those who choose to take them up

About The New Zealand Society of Cosmetic Medicine (NZSCM)

NZSCM is a small, member focused professional society supporting doctors practising cosmetic medicine across New Zealand. We deliver education, training, conferences and ongoing professional support, and play an important role in maintaining standards across the specialty.

We are a lean organisation, which means this role truly sits at the heart of everything we do.

About the role:

The NZSCM is looking for an Operations, Administration and Engagement Support Officer to sit at the heart of our organisation and keep everything running smoothly.

This is a senior, hands-on role blending operations, engagement, financial administration and governance support. You will be a trusted partner to the Board, a key point of connection for members and sponsors, and the person who ensures nothing slips through the cracks.

You will be responsible for:

  • Being a warm, professional first point of contact for members, sponsors, speakers and partners

  • Leading membership support and engagement, including handling enquiries, renewals and applications

  • Providing day to day operational and administrative support across the Society

  • Overseeing and supporting the Administration Assistant

  • Supporting governance requirements, including Board diaries, meeting packs, minutes, action tracking and follow-ups

  • Ensuring compliance with incorporated society obligations, including the Incorporated Societies Act 2022

  • Managing financial administration using Xero, including invoicing, accounts payable and receivable, reconciliations, GST and payroll obligations

  • Supporting the preparation of budgets, cashflow forecasts and information required for annual financial reporting

  • Acting as a key operational contact for the Treasurer on financial and reporting matters

  • Supporting major events, including the annual conference (August) and Auckland education events (March), with some evening and weekend involvement

  • Supporting communications, including newsletters, website updates, member resources and documentation

  • Coordinating external suppliers and service providers (IT, website support, venues, insurers, conference organisers)

  • Using Monday.com to manage workflows, projects, timelines and priorities

  • Maintaining effective health and safety systems and reporting hazards as required

This is a flexible, hybrid role. Evening and weekend commitments (including monthly Board or Operations meetings, typically around 8.30pm) are balanced with flexibility during the week.

The ideal Operations, Administration and Engagement Support Officer:

You will be confident, organised, and people focused, with the ability to work independently and juggle multiple priorities.

You will bring:

  • Proven experience in senior administration, operations or office management roles

  • Strong financial administration capability

  • Confident, hands-on experience using Xero, including AP/AR, reconciliations and reporting

  • Strong written and verbal communication skills

  • High attention to detail, sound judgement and discretion

  • Confidence engaging with Boards, members and senior stakeholders

  • The ability to guide and oversee an administration support role

  • The ability to stay calm, organised and professional when juggling competing priorities or deadlines.

  • Event or conference coordination experience

  • Familiarity with Monday.com would be a plus

  • Experience supporting governance processes or incorporated societies would be a bonus

Most importantly, you will be positive, capable, and energised by working in a small organisation where your contribution really matters.

If this sounds like you apply now with your CV and Cover Letter via the link. Alternatively, if you have questions, you can call our Recruitment Partner, Georgia from People Passion on 0800 HR FOR U for a chat.

apply now
People Passion