Executive Assistant to the CEO

The Executive Assistant provides project, administrative, clerical, compliance and secretarial support to the Chief Executive Officer (CEO).  They are responsible for the efficient and effective running of the CEO’s office.  The Executive Assistant is the key point of contact for internal and external matters requiring the CEO’s attention, participation, approval and input.  They also act as the Company Secretary acting as secretariat and key contact for the Board and all Board-related matters. 

About the Responsibilities

• Be responsible for the management of the Office of the CEO by providing high level secretarial and administrative support, knowledge and skill.
• Coordinate the preparation of briefing materials for the CEO and all functions associated with the office and work demands
• Support the coordination and planning of the Annual General Meeting each year
• Coordination of the development of the organisations’ annual report in partnership with key contributors.
• Communicating on the CEO’s behalf with the organisation’s Executives, Executives of external organisations, Board members, suppliers and clients.
• Manage projects and coordination of activities that improve the function of the organisation
• Manage and coordinate the CEO’s work schedule and commitments including appointments, travel arrangements, screen incoming telephone calls, correspondence, emails, visitors and initiate action where appropriate
• Organise meetings and functions as required; taking care of details including preparation and distribution of minutes and agendas, catering, venue and other resources, as required
• Take accurate minutes as directed, usually chaired by the CEO, for the Board meetings
• Ensuring that Board administration is effectively performed

About the perks

• Full time, Ongoing – in St Kilda (subject to funding)
• Annual Salary + Super
• NFP Salary Packaging Benefits up to $15,900
• Grow your career at a thriving organisation invested in your development
• Work for a dynamic, family-friendly and inclusive NFP organisation
• Flexible work arrangements

About You

This is an great opportunity for a young professional with a strong administrative background who  has a passion for working in fast paced environments and has extensive experience working autonomously as well as being a real team player. You will have:

• A relevant tertiary qualification
• High level computer literacy skills and Excellent skills in a variety of Microsoft Office programs including Outlook, Word, and PowerPoint
• Experience as an EA or PA in providing senior level executive support at CEO level and managing complex work schedules
• Experience in working in a health setting, community services setting or Aboriginal Community Controlled Organisations
• Well-developed written and verbal communication skills
• Excellent time management and organisation skills with the strong ability to manage multiple tasks and competing deadlines and priorities
• Ability to work autonomously, employ initiative to find solutions, prioritise and exercise discretion.
• A willingness to pitch in at all levels of the organisation