About this opportunity
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.
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.
- 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.
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.
10+ hours per week/fortnight (negotiable)Suitable for
- Centrelink Volunteers
- Families with Children
- Online & Remote Volunteers
- People with disability
- Skilled Volunteers
- Wheelchair Access
- 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.Reimbursement