Executive Assistant and Project Coordinator

Location: Sydney

Paddle Australia (PA) is the National Sports Organisation (NSO) responsible for the management, coordination, development and promotion of paddling in Australia. PA is recognised by the Federal Government and represents the interests of its members to government and the public.
PA is recognised by the International Canoe Federation (ICF); Oceania Canoe Association (OCA); Sport Australia (SA) and Australian Institute of Sport (AIS); Australian Olympic Committee (AOC) and Paralympics Australia. PA works in close partnership with the various State Institute and Academies of Sport (SIS/SAS) in delivering its high performance programs in Canoe Slalom, Canoe Sprint and Paracanoe. As the peak body for paddle related activity in Australia, PA works collaboratively with six (6) State Paddle Associations (SPAs), around 125 active clubs, eight (8) disciplines and approximately 12,000 members, instructors and coaches. 
You can find more information about Paddle Australia here: https://paddle.org.au/

Role Overview:
Your primary focus is to be responsible for delivering quality support to the CEO, Board and Board Committees, providing excellent day to day support to the CEO as well as implementing and maintaining thorough processes and systems across the organisation.
Whilst the role is advertised as full time, a ‘less than full time’ option would be considered, depending on the commitments of the successful candidate

PRINCIPAL DUTIES
CEO Support

• Set up the CEO for success in their daily activities by strategically managing access to their time to allow a focus on agreed priorities.
• Support the establishment and maintenance of trusting and enduring relationships with stakeholders and other third parties.
• Coordinate timing, manage the agenda and record key actions of meetings of the Senior Management Team and other internal and external meetings.
• Proactively manage complex calendars and remain flexible to rapidly evolving change, including arrangements for travel and accommodation as required.
• Provide general administrative support, email management, letter writing, report development and enquiry response, as well as managing filing and document management systems.

Governance

• Manage Board and other Committee meetings, including preparation, coordination and distribution of the agenda, supporting papers and minutes, including managing the coordination of regular reports.
• Attend and draft minutes of the Board and other Committee meetings as required, seek initial approval for drafts and distribute as required.
• Coordinate the planning and organisation of the AGM and other General Meetings of members and be the liaison point for the Company Secretary.

Project Coordination

• Oversee the running of the PA corporate office, ensuring a tidy, efficient and productive working environment for the small team based in Sydney Olympic Park.
• Manage transactional HR functions such as the issuing of Employment Contracts, monitoring CPD and Annual Leave, all using the PA online portal.
• Provide cover for members of the small staff team when they are unavailable because of other commitments, including annual leave, sick leave or for any other reasons
• Undertake specific projects as agreed with the CEO from time to time.

Skills & Experience
Qualifications
Relevant tertiary qualifications are preferred but relevant experience will be considered very highly.
Experience/Skill Level Required

• Minimum 5 years’ experience in an Executive Assistant / Project Coordinator position or other relevant work experience that demonstrates a capability to undertake the responsibilities of the position.
• Experience managing competing responsibilities.
• Experience dealing with Board Members, Executives and Government officials.
• Project Management and strategic planning experience.
• Excellent Microsoft Office skills, particularly Word and Excel.
• Proven capacity to produce high quality reports and documents in a timely manner for internal, external and Board purposes.

Aptitude & Interpersonal Skills

• Strong professional communication (both verbal and written) and interpersonal skills.
• Proactive, self-motivated and has a passion to achieve excellence.
• Ability to uphold a strict level of confidentiality
• Capacity to establish the trust and respect of the internal and external stakeholders.
• Strong task management, multi-tasking and prioritisation skills to achieve deadlines

Please see attached Position Description.
 
Applications close on 19 October
 
 
To have a confidential discussion and find out more about this exciting opportunity, contact Paul Bruce from Left Field Sports on 0407 426 592.
 
In your application, you should include a covering letter with your resume.
 
Please submit your application via the Left Field website – www.leftfieldsports.com.au
 
Left Field Sports have been contracted by Paddle Australia to manage this search assignment.