Executive Assistant/Office Coordinator

The opportunity

Pollination is a specialist climate change investment and advisory firm, accelerating the transition to a net zero, nature positive and resilient future. Through its advisory, law, nature and energy businesses it works with organisations and governments to foster decarbonisation and transition strategies and accelerate investment in energy projects and nature-based solutions.

The culture at Pollination is grounded in our core values - intellectual rigour, catalytic collaboration, courageous creativity, relentless tenacity and thoughtful transformation. Reflecting this, we are seeking an Executive Assistant & Office Coordinator to join our dynamic Sydney office and partner closely with our Leadership Team.

This role plays a central part in ensuring business priorities are executed seamlessly and efficiently, while contributing to the smooth operation of the Sydney office. Responsibilities include high-level diary and complex travel management, liaison with international stakeholders, business development coordination, event delivery, and broader office operations. The position offers wide exposure across the organisation and requires sound judgement, discretion, adaptability, and the ability to manage multiple priorities in a fast-paced environment.

Strong teamwork and a ‘can-do’ attitude are essential for this role – it’s all about being hands on!

Key EA responsibilities will include:

• Assistance to 2 or 3 Managing Directors including organisation and coordination of meetings, travel, and calendar management.
• Document preparation and file management.
• Managing advisory databases and reporting.
• Assisting with the maintenance of applications and systems (including compliance reports, filing activities, information technology systems).
• Supporting the business to maintain a best practice work environment by implementing and monitoring new policies, procedures, and systems.
• Expense management.

General office coordination responsibilities will include:

• Greeting guests, maintaining office inventory, coordination of room bookings, assisting with trouble shooting and providing operational support to the office
• Assisting organisation of internal with events and catering
• General IT support for the office.
• WH&S management

To support our office adequately, this role will be predominantly office based with some flexibility for work from home.

You’ll love this role if…

You thrive in a fast-moving, fluid environment and have exceptional attention to detail. You are adaptable and proactive, calm under pressure and a great communicator – able to prioritise and effectively manage the needs of diverse stakeholders. You’re excited to work in a purpose-driven organisation and share our ambition and commitment to tackle the climate crisis.

Who we’re looking for

Essential skills:

• Excellent verbal and communication skills at all levels
• Excellent proficiency with MS Office suite,
• Knowledge of Microsoft Teams & Salesforce would be preferable (training will be provided)
• Excellent level of attention to detail and organisation skills
• Ability to multi-task, prioritise and be accommodating in support of competing demands
• Understand and appreciate the importance of confidentiality

Applying with Pollination

Pollination is an equal opportunity employer committed to providing a working environment that embraces and values diversity and inclusion. We encourage Aboriginal and Torres Strait Islander, and people of all backgrounds to apply. If you have any support or access requirements, we encourage you to advise us at time of application. We will then work with you to identify the best way to assist you through the recruitment process.