Executive Assistant

The Organisation

We believe good evidence and effective implementation have the power to solve our most pressing social problems. We are passionate about using our expertise to work with policy makers, practitioners and organisational leaders and funders to effectively use evidence to change lives for the better. We are an independent, not-for-profit organisation motivated by our mission to improve the lives of children, families and communities facing adversity. Our work can be summarised in four key areas:

• Making sense of the evidence: We are experts in accessing, synthesising and analysing high quality research to provide insights into what the evidence says is effective.
• Effectively implementing evidence in practice: Evidence needs to be put into practice to make a difference. We use our expertise in implementation science and practice and program design to identify ways to increase the uptake of research findings into routine practice.
• Trialing, testing and evaluating: We use rigorous methods and tools to trial, test and evaluate policies, practice and programs to ensure they are delivering the best possible outcomes for the communties they serve.
• Building cultures for evidence use: We focus on making change in the real world. We put a strong emphasis on using our skills in implementation science to strengthen the uptake of evidence.

The Role

Based out of our Melbourne office the Executive Assistant will work closely with the Executive Director and three Australian based Directors, to provide day-to-day administrative support for a professional team, internal and external coordination of important projects and extensive stakeholder management. The role is critical in the delivery of essential projects with tight timeframes and is an integral part of ensuring Centre operations and business activities run smoothly.  The Executive Assistant delivers administrative duties with accuracy and speed, has good time management skills, and can effectively support a diverse range of projects.

Key Accountabilities

Working closely with the Executive Director and leadership team the primary role of the Executive Assistant is  to provide complex diary management for the Executive Director and three Australian Directors and day to day administration support. The role interacts with a variety of senior stakeholders across government, philanthropy and business from Australia, Asia, and Europe. 

As a global organisation, with flexible work arrangements there will be at times an expectation that work, and meetings will be conducted outside regular business hours.

Under the direction of and supported by Director(s), the Executive Assistant will have the following key areas of responsibility:

Executive Assistant Support

• Provide complex diary management for Executive Director and three Australian Directors; organising meetings, collating, and distributing meeting papers and booking meeting rooms.
• Act as the point of contact between the Executive Director, Leadership team and internal or external stakeholders
• Coordinate and manage complex domestic and international travel, including visas, accommodation, and itineraries; organise local meetings and coordinate on-ground itinerary; collaborate with Executive Assistants in other offices.
• Act as a point of contact between Executive Director, internal, and external stakeholders; build and maintain collaborative relationships with clients and colleagues.
• Organise calendar for, draft agenda for, attend, and take minutes of key Executive Director meetings and, when required as cover, global leadership, management, and staff meetings. Follow up on action items.
• Assist with creation and editing of PowerPoint presentations, drafting correspondence, and responding to emails for Executive Director/ Directors
• Manage confidential and sensitive information with discretion; assist with management of office events and client functions.

Board Administrative Support

• Liaising with stakeholders to schedule Board meetings for the year.
• Overseeing the drafting of the agenda alongside the editing and collation of Board papers
• Coordinating induction and travel of Board Directors
• Coordinate board minutes and action items ensuring they are actioned as per requirements.

Administrative Support

• Coordinate and provide support to business development activities (supporting Australia leadership), e.g., compiling tender documents.
• Assist in proofreading and formatting reports, presentations, and proposals within CEI’s templates.
• Liaise with Directors to ensure accurate and timely use of Mavenlink system to track time and manage projects.
• Ensure day-to-day efficient operation of the Centre, coordinating internal and external events, e.g., conferences, webinars, and in-house events.
• Reconciling and acquitting monthly credit card statements for staff
• Coordinating interstate and international Centre visitors, planning office social events, celebrations, farewells, and holidays, staff holiday gifts.
• Contribute to building and maintaining a strong culture and team environment.

Health and Safety Requirements

• Act in a safe manner always, including complying with all safety instructions and training given at the workplace.
• Participate in, and contribute to, health and safety awareness and improvements.
• Comply with emergency evacuation procedures.
• Report all incidents, injuries, and potential hazards in a timely manner.
• Be aware of, and consider, the risks associated with your everyday work and apply appropriate mitigation measures.

Required Competencies

Essential

• At least 10 years’ experience as an Executive Assistant with a minimum of 5 years at the CEO level in a fast-paced professional environment
• Highly proficient managing complex diaries with intermediate proficiency in Microsoft Office suite particularly PowerPoint
• Strong time management and organisational skills; experience managing multiple priorities in a dynamic environment with competing demands.
• Excellent communication skills – written and verbal – with strong attention to detail; confidence to interact with a variety of stakeholders (internal & external)
• Proactive, solutions-focused, and flexible, with high attention to detail with commitment to accuracy and quality
• Eagerness to participate and contribute to a learning environment, with a commitment to the ongoing development of a strong team culture.
• Able to act with sensitivity, discretion and confidentiality as required.
• Experience in an operational support role in a professional services or consultancy business.
• Excellent client relationship and stakeholder management skills.

Desirable

• Have an interest in the not-for-profit sector.
• Client relationship management skills; business development skills; or marketing and communications skills.

Qualifications/Accreditations:

• Relevant tertiary qualification in business administration, human resources, or other relevant disciplines is desirable.

Diversity and Inclusion at CEI

We are committed to improving outcomes for communities who are facing adversity through leveraging the best available evidence. We value diversity and inclusion. We actively seek and welcome applications from people with diverse backgrounds and with lived experience of the social issues our work addresses and in the communities we aim to serve. We strongly encourage applications from Aboriginal and Torres Strait Islanders.

What’s in it for you:

Are you looking for a new challenge and want to join a successful and growing organisation dedicated to creating lasting and effective social change?

• Join a growing organisation and work with a dynamic international team, located in Australia, Singapore, London and Norway
• Flexibility in working hours to promote work / life balance
• A career that is purpose driven and flexible in a supportive, agile, and positive environment
• Excellent working conditions, including an additional week of company leave time
• Competitive salary reflective of skills and experience, salary packaging available
• 2-year contract

To apply:

Please submit: i) a cover letter; ii) your CV and iii) a statement of no more than 4 pages that describes how you meet the Competencies outlined in the job description, with examples. You do not need to respond to every point individually, but we invite you to describe how you meet as many of the position, personal and qualification competencies as possible.

Please submit all three documents by email to [email protected].

Applications will be reviewed on a rolling basis, so we encourage you to apply early.

Applications close COB Friday 31st March 2023.

Position Description – Executive Assistant

Please note: The Centre for Evidence and Implementation (CEI) is a subsidiary of Save the Children Australia. Being a child-safe organisation, all employees are required to undergo a National Police Check and sign our Child Protection Policy and Code of Conduct.