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Executive Assistant to CEO & Board Secretary - Warlpiri Youth Development Aboriginal Corporation - Alice Springs

Trans Remote

This role operates from Warlpiri Youth Development Aboriginal Corporation's (WYDAC) Alice Springs office. However, management is open to negotiating a remote work arrangement whereby the EA could effectively work from any location within Australia.

Primary Purpose of the Position

The Executive Assistant (EA) & Board Secretary provides a high level of professional administrative support to the Chief Executive Officer (CEO) to ensure excellence in service delivery across the Organisation and to Elected Board Members.

This position analyses and collates information in order to provide executive support to the CEO. The position will liaise with internal and external stakeholders including Senior Management, Elected Board Members and members of the public.

The Executive Assistant (EA) & Board Secretary ensures the CEO is prepared and informed on relevant matters in a timely manner. This includes researching, preparing and ensuring responses to telephone calls and correspondence are responded to within specified timeframes and proactively managing the CEO’s diary.

In providing this support the position exercises a high degree of communication competence, initiative, discretion and confidentiality. The Executive Assistant (EA) & Board Secretary collaborates with all administrative officers and staff to provide a high-level support to the CEO.

Reporting relationships

The Executive Assistant (EA) & Board Secretary reports directly to the CEO.

Primary duties

The following areas are critical to the role and constitute the primary duties required to be successful in fulfilling the duties associated with this position and other duties as directed.

Executive Assistant to CEO

  • Provide quality and timely administrative support to CEO.
  • Maintain and coordinate an effective calendar and filing system, ensuring the CEO’s competing demands are effectively managed.
  • Provide support to the Senior Leadership team as required.
  • Proactively manage correspondence, both emails and letters received.
  • Produce quality documents and manage the CEO’s record keeping of received and distributed correspondence in SharePoint.
  • Co-ordinate relevant staff responses and/or input into projects, programs, reports, correspondence and corporate issues.
  • Support the CEO by proactively responding to enquiries from Board Members, residents, staff and other customers with a high level of discretion, maturity, diplomacy and judgement ensuring exceptional customer experience.
  • Maintain a high level of awareness of matters coming into and out of the CEO’s office to effectively respond to enquiries and exercise sound judgement on the manner of response.
  • Maintain a high level of awareness of matters coming into and out of the CEO’s office to effectively respond to enquiries and exercise sound judgement on the manner of response.
  • Prepare agendas and minutes of various internal and external meetings convened or attended by the CEO (or other agreed meetings).
  • Follow up matters arising at such meetings on behalf of the CEO.
  • Manage IT, photocopier and other office equipment whilst serving as point of contact for related service providers.

Board Secretariat

  • Support the CEO by proactively responding to enquiries from Board Members, residents, staff and other customers with a high level of discretion, maturity, diplomacy and judgement ensuring exceptional customer experience.
  • Support the CEO in the preparation, review and approval of Board Reports, including monitoring the implementation of Board decisions.
  • Prepare agendas and minutes of various internal and external meetings convened or attended by the CEO (or other agreed meetings).
  • Follow up matters arising at such meetings on behalf of the CEO.
  • Ensure timely and seamless support to the Chair and Board through setting, coordination of meeting papers, preparation of minutes.
  • Provide high level administrative support to Executive Members including correspondence, collating information and report writing.

General Administration

  • Liaise with other administrative staff to ensure that the Alice Springs office is adequately stocked with general office supplies.
  • Liaise with other administrative staff and Office Coordinator to ensure movement of items between Yuendumu and Alice Springs Offices.
  • Liaise with other administrative staff to ensure that general IT, building and office repairs and maintenance issues related to the Alice Springs Office are resolved.

About WYDAC

Warlpiri Youth Development Aboriginal Corporation (WYDAC) has dedicated itself to developing the strength, health, confidence and leadership of Warlpiri youth since 1993. The program aims to promote positive and meaningful future pathways for all young Warlpiri people. The notable, and sustainable, success of the program has been firmly based on the strength of Warlpiri youth, families and their communities, as well as the ongoing commitment of staff. The program was created by, and for, Warlpiri people, and is governed by a Warlpiri Committee. The WYDAC head office is in Yuendumu Community, however WYDAC is comprised of a variety of programs operating at five different Warlpiri sites – Yuendumu, Willowra, Nyirripi, Lajamanu and Mt Theo Outstation. WYDAC also have an office located in Alice Springs. There are over 70 staff across the entire organisation with more than half of these being Warlpiri people.

Conditions

  • Annual Salary: $80000 - $85000 Dep
  • Annual Leave: 6 weeks + 17.5% Leave Loading
  • Extras: Salary Sacrifice is available up to $15,000 per annum. Airfare allowance up to $800 per annum after each 12 months service (if working in Alice Springs).

How to apply

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