Executive Assistant

Summary about this job

Detail information about job Executive Assistant. Terms and conditions vacancy

• Western Sydney location
• SCHCADS Award 2010- Level 4
• Part-Time position - 25 hours per week

SWMS is the leading community organisation connecting and empowering people of all cultures.  Our purpose is Connecting Cultures & Building Communities.  The values underpinning our work are Accountability, Collaboration and Excellence. Through person-centred services, representation and evidence development we are empowering individuals and building the social capacity of communities. The organisation focuses on people who are vulnerable and most in need across the life course.

We offer our staff many benefits such as flexible working arrangement, flexi-time and salary sacrifice packaging. For further information please check this link http://www.sydwestms.org.au/get-involved/employment-opportunities

Role Overview:

The Executive Assistant is responsible for providing proactive, high level secretariat support and diary management to the CEO to ensure the timely delivery of business initiatives in supporting, strengthening and shaping a first class, person centred service provider. This is a Part-Time position, which requires 25 hours a week across 5 days (Monday-Friday).

Key Accountabilities:

• Manage the CEO’s daily activities including (but not limited to) diary organisation and scheduling of meetings and appointments, ensuring timely preparation, attendance and readiness;
• Undertake secretariat function including agenda preparations and distribution, minute taking and distribution, and monitoring of resultant actions for all Board and Board subcommittee meetings;
• Support the CEO with external and internal meetings and events, coordinating formal and informal presentations, preparing/synthesizing information, minuting and other secretariat services as required and ensuring follow up communication and required actions as appropriate;
• Shadow Leadership team meetings, take minutes and implement task tracking
• Oversee CEO's email inbox to determine emails' significance and plan their distribution;
• Answer and screen incoming telephone calls, re-directing and actioning as appropriate;
• Coordinate and edit (as required) executive level reports, presentations, emails, memos, letters, and other documents, prioritising competing tasks within tight timeframes;
• Review and manage correspondence for signature by the CEO, correcting for quality, and/ or seeking additional information or clarification from the author if necessary;
• Alert the CEO to urgent and important matters and upcoming deadlines, anticipating changing requirements
• Other general support and administrative duties as required
• Ensure all Policies & Procedures are kept up to date in collaboration with the peers;
• Ensure personal safety and have a positive attitude towards a work-life balance;

Essential Criteria (needs to be addressed on a separate document)

• Tertiary qualification in a related business administration course and minimum 3 years’ experience in a similar position.
• Providing high level administrative assistance and support to senior management including accurate minute taking and preparation of high level meeting papers;
• Able to work independently, highly organised, methodical and detail oriented
• High emotional intelligence, excellent interpersonal skills and display initiative
• Have high levels of integrity and discretion in handling confidential information
• Strong interpersonal, communication and negotiation skills
• Excellent organisational and time management skills, including the ability to prioritise and manage multiple and competing work tasks and deliver to agreed deadlines;
• Highly accomplished computing skills, including basic operating systems (Word, Excel, Outlook, PowerPoint); managing databases; and identifying and implementing new technologies to support communications, task and project management;
• Advanced proficiency in preparing various documentation (agendas, minutes, letters, internal briefings, reports, presentations etc.)
• Highly proficient written, verbal and electronic communication skills
• Personable, confident, friendly, collaborative and flexible with regards to working practices

To apply for this position, please submit the following to the Human Resource Officer - Claudia Abou Chaaya at [email protected]

- Resume
- Cover letter
- A document clearly addressing how you meet each of the Essential Criteria
(applicants who do not address the essential criteria will not be considered)
- Name and contact details for two professional referees

Applications close: Friday 13 July 2018

All applicants need to present a satisfactory current Working with Children’s Check, a current National Police Check, must hold a current driver’s licence and access to a fully registered motor vehicle.

SydWest MS adheres to the principles and practices of equal employment opportunity, workplace health and safety and is a child safe organisation.