Support Services Manager

Job Description

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Legacy is an iconic Australian charity dedicated to supporting veterans’ families. Since 1923, Legacy has provided social, financial and emotional support to the partners, children and dependants of veterans who have lost their lives or health as a result of their service to our country.

About the role \n

We are seeking an experienced and highly organised Support Services Manager to join Legacy Club Services in a full-time parental leave cover position. Reporting to the CEO, this dual-function leadership role provides high-level executive support to the Sydney Legacy Club President and relevant committees, while leading and overseeing the performance, coordination and operational effectiveness of Metro and Regional Office Managers across NSW.

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In this role, you will act as a trusted point of coordination between the President’s Office, the Sydney Legacy Club President, committee members, Legatees, Regional Office Managers, Central Office Administrators, internal teams and external stakeholders. You will oversee executive administration, meeting and event coordination, records management, stakeholder communication, operational processes and continuous improvement activities that support consistent, high-quality service delivery to Legatees and beneficiaries.

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This role would suit a confident administration and operations professional who enjoys working with senior stakeholders, managing competing priorities, improving processes and contributing to a purpose-led organisation with a proud legacy of service.

Key responsibilities \n

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• Provide high-level executive support to the Sydney Legacy Club President and relevant committees, including diary, inbox, correspondence, travel and expense coordination.
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• Prepare and coordinate meetings, including agendas, minutes, papers, action items and follow-up documentation for internal and external stakeholders.
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• Lead and oversee the coordination and operational effectiveness of Support Services, including collaboration with Metro and Regional Office Managers and Central Office Administrators.
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• Maintain accurate beneficiary, administrative and organisational records, including CRM updates, document management and archiving processes.
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• Coordinate onboarding, transfer and communication processes for beneficiaries, including preparation of relevant correspondence.
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• Manage reimbursement requests and other administrative processes in accordance with Legacy procedures.
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• Coordinate events, functions, luncheons and meetings, including invitations, logistics and participant briefings.
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• Build and maintain effective relationships with Legatees, beneficiaries, volunteers, internal teams, committees, Legacy clubs, government departments and external stakeholders.
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• Monitor and uphold compliance with organisational policies, procedures and WHS responsibilities.
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• Identify opportunities to improve processes, documentation and service delivery across Club Services and administration functions.
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Demonstrated experience providing high-level executive support to C-suite executives, coupled with extensive administrative leadership experience, preferably within the not-for-profit sector.

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Strong organisational, planning and time management skills, with the ability to manage competing priorities and meet deadlines in a busy stakeholder-focused role.

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Excellent written and verbal communication skills, including the ability to prepare professional correspondence, meeting documentation and stakeholder communications.

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High level of discretion, judgement and professionalism when handling sensitive or confidential information.

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Advanced proficiency in Microsoft 365, including Outlook, Word, Excel and PowerPoint, with experience preparing executive presentations, board papers, governance documentation and high-quality business correspondence.

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Strong stakeholder engagement skills, with the ability to build trust and rapport with staff, Legatees, volunteers, beneficiaries, committees and external partners.

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Ability to work autonomously while contributing collaboratively across teams and supporting consistent service delivery.

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Confidence maintaining accurate records and working with CRM, database or records management systems to support data integrity, reporting and stakeholder engagement.

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Working with Children Check and National Police Check, or willingness to obtain.

Highly regarded \n

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• Experience working within the not-for-profit sector, veterans’ services, community services or a volunteer-based organisation.
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• Experience coordinating corporate events, executive functions, committee meetings or stakeholder engagement activities.
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• Experience using Microsoft Dynamics CRM or similar client/customer relationship management systems.
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• Well-developed negotiation, influencing and problem-solving skills.
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• Working knowledge of continuous improvement, Lean principles or process optimisation.
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• Experience using Adobe Acrobat or other document management tools to prepare, secure and distribute professional documentation.
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• Salary packaging options to help boost your take-home pay
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• A paid day off for your birthday
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• Access to our Employee Assistance Program
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• A supportive and professional team environment in Sydney CBD
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