The role of Executive Assistant is to support the board organisation and Executive staff and support the management of the administrative aspects of the organisation.

Hybrid - in office in Southern Sydney (Carlton) & Work from home. Close to public transport and plenty of street parking.

The Roles and Responsibilities for this role are outlined below:

1. Board Reporting and Team Communications

Management of the BSF board meeting schedule for directors and executive calendars.

• Collation of board papers for the CEO, CFO and COO.

• Take the minutes from the Board meeting and circulate the notes.

• Coordinate the admin of the governance requirements of the organisation, including the register of directors and setting of the AGM.

• Draft and prepare key communications for the team including the release of annual reports, strategic plans etc.

• Working with the team to organise meetings with the CEO and COO when required.

2. File Management and Office Management

• Ensure the file management system is kept up to date.
• Enter in contacts into the CRM system ensuring companies and contacts are up to date, especially following any events that the CEO or COO attend.
• Provide new staff with the appropriate access to the facilities and systems.
• Management of the office facilities.
• Management of asset registers.
• Management of lease, secure document disposal, cleaners, courier services

3. Online Store

• Management of stock inventory of BSF merchandise.
• Sending out the purchases to customers within the appropriate timeframe.
• Managing any enquiries related to the merchandise purchasing.

4. Administrative

• Manage all room bookings at BSF HQ.
• Assist with any set up of conferences or training sessions.
• Attend team meetings and take notes and minutes
• Management of the Bus Stop Films phone line and hello@ inbox
• Book and manage travel for staff.
• Assisting at BSF events.
• Diary management of the CEO and COO.
• Support COO on an ad hoc basis.
• Responsible for printing, mailing and stationary.
• Management and organisation of the office space.

5. Technology & equipment acquisition & management

• Source equipment and software / applications as requested.
• Arrange maintenance on equipment as required.
• Manage appropriate security access to systems and facilities as required.
• Manage BSF phone systems, IT storage etc.

6. Other Duties as Reasonably Required.

• Other duties as requested.

As a non profit organisation we offer generous salary sacrifice. We provide a flexible work environment and bonus leave across the Christmas period.