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Executive Assistant

Seniors Rights Service
  • REPORTING TO: Chief Executive Officer
  • DEPARTMENT: Office of the CEO
  • LOCATION: Sydney

Introduction

Seniors Rights Service has been assisting older Australians as the leading provider of legal services, aged care advocacy and rights education and information to seniors in NSW since 1986. Seniors Rights Service provides support and resourcing to older people to know and assert their rights. We have a free legal service, aged care advocacy and education service, provide social support and deliver community education and information of relevance to older people across NSW.

The purpose of the Executive Assistant role is to provide the Chief Executive Officer with high level administrative and operational support to ensure the Seniors Rights Service is effective, functional and responsive. As part of a small team in an evolving organisation, the Executive Assistant is a pivotal role in the office and in the organisation’s operations.

Seniors Rights Service operates in a dynamic, rapidly changing environment which requires flexibility, adaptability and initiative as well as excellent organisation and problem solving skills. The Executive Assistant to the Chief Executive Officer provides confidential and professional support and high level administrative and planning support.

Accountability and Supervision

The Executive Assistant reports to and is supervised by the Chief Executive Officer

The Role

The Executive Assistant works with the Chief Executive Officer, Senior Managers and team members as well as a broad range of stakeholders including Board members, Government representatives and departments, other Advocacy services, external businesses, and other state and national organisations including:

  • Assist with preparation of proposals, power point presentations and reports for meetings and stakeholder presentations as determined by the Chief Executive Officer
  • Provide input into the development of systems and processes to streamline the coordination of regional and service delivery activity
  • Have experience in human resources and the relevant policies and procedures
  • Provide executive support to the Chief Executive Officer including, but not limited to diary, travel and expenses, internal document preparation, drafting high level written correspondence
  • Undertake project planning and coordination across programs for specific projects
  • Coordination of the physical resources for Seniors Rights Service ensuring up to date records as well as general data health and maintenance
  • Support the delivery of accurate and timely program funding acquittals including uploading of reports as needed
  • Provide support for the review and execution of funding contracts and other contracts
  • Minutes and scheduling of Senior Management meetings and other identified meetings
  • High level contact and coordination, on behalf of the Chief Executive Officer, internally and with stakeholders
  • Other tasks and activities as directed by the Chief Executive Officer from time to time including general administrative support to the service delivery departments.

KEY RESPONSIBILITIES:

Performance Area 1 – Administrative and Operational Support

  • Provide high level administrative support to the CEO including diary management and travel arrangements
  • Assist the CEO to maintain timely and effective internal and external communications.
  • Manage incoming and outgoing communication, ensuring it is responsive, welcoming and effective
  • Draft and edit correspondence, communications, presentations and other documents as required
  • Record, prepare and distribute meeting minutes and maintain organisational records.
  • Research, collect and analyse data and other information to provide input into and at times prepare reports and documents
  • Book travel and accommodation for Executive team and Board

Performance Area 2 – Office Systems

  • Establish and implement organisational systems and processes to ensure efficiency including a records management system and maintaining electronic and manual files and keeping records up to date, secure and accessible and in line with legislative requirements.
  • Support the development, implementation, review and improvement of organisational policies, procedures and practices in Human Resources, Information Technology, Legal and regulatory compliance and office procedures.
  • Assist with IT support for staff ensuring the service provider help desk is utilised effectively and only when required.

Performance Area 3 – Internal Communication

  • Participate in developing organisational communication e.g. staff meetings, planning/review days.
  • Use quality improvement principles to ensure improvement in practices and effective use of resources to improve performance.
  • Work with other team members to improve service outcomes for clients and employees by effective complaint management, stakeholder feedback and responses to service audit processes.
  • Participate in and contribute to Continuous Quality Improvement systems and any relevant quality review or accreditation.

Essential Selection Criteria

  1. A degree in Business or Administration is required or a minimum of five previous experience as an Executive Assistant, preferably in a small to medium NGO, with high levels of attention to detail and quality
  2. High level organisational skills and the ability to multitask and work under pressure to meet deadlines
  3. Knowledge and experience in organisational effectiveness, operations management and support
  4. Demonstrated understanding in human resource management, policies and procedures
  5. Sound understanding of information and knowledge management principles and practices
  6. Experience developing and implementing organisational systems and processes in the NGO sector and an understanding of the challenges that face small organisations
  7. Demonstrated proficiency in the broad range of Microsoft 365 Office products and confidence in database development and management.
  8. Excellent oral and written interpersonal skills and demonstrated ability to interact with a diverse range of people including sound analytical skills and an ability to work with discretion
  9. Experience in financial processes such as purchasing, invoicing, reimbursements and budget management
  10. Demonstrated initiative, flexibility and self-management skills and proven capacity to work in a small team within a fluid and dynamic environment with limited supervision, including strong time management skills and ability to set priorities, plan and organise

Please address all Essential Selection Criteria when submitting an application or your application will not be considered.

Closing date: If your application is shortlisted you will be contacted by phone or email to invite you to an interview. If you do not hear from us within a couple of weeks from the closing date, unfortunately it is unlikely you have proceeded to the interview stage. You are welcome to apply for future roles.

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