ID: 151793

Executive/Personal Assistant (Not-for-Profit & Charity Community Consultants)

Community Services Regular - more than 6 months Across: Melbourne VIC, Hawthorn VIC, Doncaster VIC, Collingwood VIC, Prahran VIC, Richmond VIC, Canberra ACT, Sydney NSW

About this opportunity

Key Responsibilities:

  • Provide high-level executive support to the Executive Director including diary Management;

  • Acknowledge and process invitations for the Executive Director, Board Members and Senior Leadership team.

  • Coordinate diary meetings with the senior team and Executive Director and provide scheduling advice.

  • Respond to all invitations and diaries accordingly.

  • Coordinate all travel, accommodation, and itineraries for the Executive Director.

  • Administrative Support

  • Manage confidential and sensitive documentation with appropriate discretion.

  • Prepare and format reports and documents for internal and external use often within short time frames.

  • Prepare PowerPoint presentations or public relations documents for the Executive Director.

  • Manage incoming calls, emails, and correspondence, proactively determining significance and managing distribution.

  • Management of the Office of the Executive Director

  • Prepare and collate speaking and meeting briefs for the Executive Director in consultation with the Senior Leadership Team.

  • Act as the principal contact point for external stakeholders, including Board members, Ministerial and senior Government officials, members and liaise with key stakeholders in consultation with the Executive Director.

  • Alert the Executive Director to matters requiring an immediate attention, in conjunction with senior staff.

  • Ensure the smooth running of the office of the Executive by addressing IT and other issues promptly.  

  • Provide high level administrative and governance support to the Board

  • Schedule all meetings of the Board, Executive’s, and other subcommittees.

  • Work with the Executive Director and Managers to prepare and distribute meeting agendas and papers.

  • Attend and proactively minute all meetings and prepare action lists.

  • Prepare and provide management overall meeting action lists, ensuring the relevant people are tasked accordingly and prompted when deadlines approach.

  • Provide support to the Executive Director and Board around governance and reporting requirements including Constitution, Associations Incorporations Act, and Governance policies of the organisation.

  • Provide administrative support for Election and other AGM’s including liaising with Executive Managing Director, appointed Returning Officer and Board Members.

  • Support the Executive Director and Leadership team in the development and maintenance of stakeholder relations by establishing a friendly and professional report with stakeholders.

  • Ensure that the Executive Director or Senior team are made aware of issues relating to stakeholder relations at the earliest opportunity.

  • Meeting minute taking at Committee and other meetings (as requested)

  • Support the Company Secretary in related processes such as the setting of meeting dates and agenda items.

  • Monitor general enquiries to teams and redirect as appropriate for follow up

  • Facilitate Support Services team and WHS meetings.  

Technical Competencies

  • Demonstrated high-level administration and organisational skills, including tasks, schedules, business, legal administration, and travel management
  • Experience in dealing with confidential information and demonstrated capacity to maintain confidentiality and professional standards of behaviour in difficult and sensitive circumstances.
  • Well-developed liaison skills, including excellent communication skills with a range of public, private, and non-profit stakeholders.
  • Excellent time management skills including working to deadlines, attending to detail always.
  • Demonstrated writing skills and advanced MS Office skills.
  • A proactive, collaborative mindset and demonstrated capacity to work independently and within a team environment.
  • Proficiency in Microsoft Office including Google, Excel, Word, and PowerPoint.

Additional requirements

Driver's Licence (C) . National Police Certificate *. Working with Children Check *.

• Australian Citizenship/Permanent Resident/New Zealand Citizenship;
• Supportive to the Aboriginal and Torres Strait Islander Communities;
• Supportive to the Lesbian, Gay, Bisexual, Transgender, Intersex, Queer, Asexual or other gender and sexual diversities (LGBTIQA+) Communities;
• Supportive of Culturally and Linguistically Diverse (CALD) Communities;
• Have sound Business, Charities and Not-for-Profit experience
• Have competent knowledge and skills with basic Technology, Google Suite, Web designs and browsers, etc.;
• Ability to communicate honestly and transparency, with sound knowledge and ability to speak and write in English;
• Relevant Qualifications and Certificates/Registrations;
• Minimum of 3 years of relevant experience within Australia;
• Great communication and listening skills;
• Ability to commit the required time for the position and be able to commit to a 12-month position (minimum);
• Upon engagement, you will be required to have or obtain a Working with Children Check (WWCC) and a National Police Check (NPC), which is conducted alongside our partnered charity agency.

* May be arranged via the Organisation. Details to be provided on expression of interest.
Time Required

10+ hours per week/fortnight (negotiable)

Suitable for
  • Centrelink Volunteers
  • Families with Children
  • Online & Remote Volunteers
  • People with disability
  • Skilled Volunteers
  • Wheelchair Access
Type of work
  • Accounting & Finance
  • Administration & Office Management
  • Companionship & Social Support
  • Counselling & Help Line
  • Disability Support
  • Education & Training
  • Fundraising & Events
  • Governance, Boards & Committees
  • IT & Web Development
  • Library Services
  • Marketing, Media & Communications
  • Mediation & Advocacy
  • Research, Policy & Analysis
  • Retail & Sales
  • Safety & Emergency Services
  • Tour Guides, Information & Heritage
  • Translating & Interpreting
  • Tutoring & Coaching
  • Writing & Editing

• Fair Work Ombudsman Training • Council of Social Services Training • Aboriginal and Torres Strait Islander Community Training • Mandate Report Training • Basic Governance Knowledge Training etc.