Position description

• Employment status: 0.6 FTE, Part-Time
• Renumeration: $75,078 (including super) (pro-rata salary)
• Award: Social, Community, Home Care and Disability Services Industry Award
• Reports to: ICV General Manager
• Work location: ICV Office: Level 2, 66-68 Jeffcott St, West Melbourne VIC 3003
• Position contact: Zakaria Wahid, General Manager
• Office Number: (03) 9328 2067
• Office Email: [email protected] using the subject line: Executive Assistant enquiry via EthicalJobs.
• Start Date: Immediate

The Islamic Council of Victoria

The Islamic Council of Victoria (ICV) is the peak body for Muslim organisations in Victoria. The ICV represents the wider Victorian Muslim community and has more than 75 member organisations located throughout metropolitan Melbourne and regional Victoria.

The ICV’s vision is to build a better community for all Australians through the empowerment of Muslims in Victoria. The ICV aims to fulfil this vision through the provision of advocacy and social welfare services, and in consultation and cooperation with governments, multifaith communities, service providers and wider society. The organisation is firmly committed to providing support for, and protecting the rights of, Victorian Muslims.

Role Purposes

The Executive Assistant provides high-level administrative and operation support, enabling the General Manager to focus on core business and community matters. This role assists in the smooth running of the organisation by overseeing key support functions including board support, governance, and member organisation engagement.

Main Tasks & Responsibilities

• Share ICV’s values, mission, and vision.
• Provide high level executive assistance to the General Manager including:
  • Facilitating engagement with key stakeholders (both internal and external) to ensure timely feedback for all parties.
  • Managing correspondence and supporting with the preparation of written materials.
  • Many other tasks.
• Provide office management and project coordination support to the broader organisation, in particular coordinating the completion of key tasks, ensuring records management standards are maintained (paper and electronic), office set-up, building liaison and mail services.
• Coordinate executive communications, including taking calls, responding to emails and interfacing with stakeholders.
• Prepare internal and external documents for staff and stakeholders.
• Help to organise and attend meetings, events, workshops and seminars for the organisation, including events such as Ramadan, Mosque Open Day, Annual Dinners, etc.
• Running of the Events and Social Media Teams.
• Manage the Admin calendar appointments, records and correspondence, coordinate travel arrangements, room/floor bookings, set up and support meetings to facilitate the effective management of Executives’ agendas.
• External stakeholder management and follow up.
• Develop, maintain, and update administrative practices, systems, and procedures to improve productivity.
• Manage ICV Food Bank Program.
• Liaise across internal and external stakeholders in relation to cross-functional or collaborative programs/activities to ensure.
• Management of Social Media Platforms, including writing/creating posts and content.
• Supports day-to-day operations including staff and volunteers, and ensures a smoothly functioning efficient organisation.
• Work closely with Mosque caretaker and volunteers to ensure smooth operations of City Mosque.
• Work closely with the Accounts department to ensure timely payments and receipt.
• Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the organisation.

This position description intends to describe the general nature and level of work being performed by people assigned to this job. It is not intended to include all duties and responsibilities. The order in which duties and responsibilities are listed is not necessarily significant.

Key Selection Criteria

Technical Expertise:

• Excellent interpersonal skills with the confidence to liaise with stakeholders up to senior levels within the sector, government, and other organisations.
• Have knowledge of and a genuine interest in multiculturalism, cultural diversity, and social inclusion, and will be comfortable with diversity and respectful of a wide range of faiths, beliefs, and experiences.
• Demonstrated ability to apply critical thinking, judgment, and discretion to all matters.
• Ability to work in a sensitive, complex, and demanding environment, and demonstrate a high level of initiative with the capability to think ahead and anticipate.
• Demonstrated ability to be solution-focused and flexible to accommodate shifting priorities, while being able to maintain calm and professional in the face of challenges.
• Strong written and communication skills with excellent attention to detail.
• Ability to work strongly in a team and independently, manage competing priorities and maintain productivity in a remote working environment.
• Strong organisational, project management and problem-solving skills with impeccable multi-tasking abilities.
• Be responsive and attend to requests and queries from key stakeholders & management in a timely manner.

Skills and knowledge:

• Superb written and verbal communication skills.
• Strong time-management skills and the ability to organise and coordinate multiple projects at once.
• Basic accounts payable and receivable.
• High proficiency in Microsoft suites, Office 365, Teams, Zoom, Calendars, Spreadsheets, Mailchimp, Google Sheets, Adobe Acrobat, with an ability to learn firm-specific programs and software.
• Demonstrated ability and knowledge of social media platforms such as Facebook, Instagram, LinkedIn, Twitter, etc.
• Understanding of Social Media Publishing and Analytics Tools.
• Suitable remote working facilities when WFH.

Desirable:

• Minimum two years’ experience in a personal/executive assistant capacity, with appropriate qualifications.
• Friendly and professional demeanour with a can-do attitude.
• Demonstrated abilities in managing complex diaries and travel arrangements, and tasks prioritisations.
• Demonstrated experience with web content management systems and tools (particularly WordPress), CRM’s, Google Analytics.
• An understanding of and experience in working with the Muslim community in Victoria is highly desirable.