About the Treaty Authority

The Treaty Authority is an independent entity with a mandate to facilitate the formation of treaties between First Peoples in Victoria and the State of Victoria. The Authority has been referred to as the “independent umpire” in Treaty negotiations.

The Authority’s work is grounded in Aboriginal culture, lore and law and led collectively by a panel of five Members committed to Aboriginal self-determination and empowerment. It engages with a broad cross-section of stakeholders, including the State of Victoria, the First Peoples’ Assembly and Traditional Owners in Victoria.

The objects of the Authority’s work are to:

• Facilitate the journey towards reconciliation, mutual respect and tolerance between First Peoples’ and other people of the State and to
• Maintain, promote and advance the self-determination and empowerment, culture and human rights of First Peoples.

About the Role

The Treaty Authority has three opportunities available for experienced Executive Assistants to support the Treaty Authority Members and the CEO by managing day-to-day activities and diaries and coordinating meetings and engagements. These roles will be responsible for organising travel and accommodation for the Members and CEO, liaising with key stakeholders, creating reports, taking minutes and other administrative tasks.

The Executive Assistant will also provide general office administration support to the Treaty Authority team in the absence of the Office Administrator.

The ideal candidates for these positions will have previous experience as an Executive Assistant supporting senior executives, advanced diary management skills including experience using Outlook to manage emails and calendars, and the ability to manage multiple diaries and travel arrangements effectively and proactively.

These roles will require highly motivated individuals with the ability to anticipate what needs to be done, show initiative and have a strong work ethic. They will also be able to juggle multiple tasks at once with a high level of efficiency whilst being flexible and prepared to adjust according to business or stakeholder needs.

All three roles are full-time working in the office based at our office in Collingwood.

Key Duties

• Manage and maintain Members’ and the CEO’s day-to-day activities, diaries and meetings and prepare documents as required.
• Organise and coordinate engagement and events for the Members and CEO including scheduling, catering and travel arrangements.
• Acknowledge and process all invitations, ensuring conflicting priorities are managed and organisational and stakeholder needs are balanced effectively.
• Engage with external stakeholders in a professional and respectful manner with a high level of confidentiality and attention to detail.
• Manage emails, correspondence, prepare draft reports and manage distribution.
• Carefully manage confidential and sensitive documentation with appropriate discretion.
• Communicate effectively with all internal and external stakeholders in the absence of Members and the CEO. Manage matters requiring attention or refer them to the appropriate person.
• Prioritise and ensure reports, business papers, presentations and correspondence are completed efficiently and promptly.
• Coordinate itineraries, travel and accommodation.
• Manage an effective records system for information, documentation and correspondence both electronic and hard copy.
• Undertake research and project work as required.
• Schedule, plan and provide high-level secretariat for Member- and CEO-led meetings including preparing and managing meeting agendas, minutes and action items, calling for agenda and action item updates, planning meetings and issuing and monitoring all invites.
• Work with the Members and CEO to prepare and distribute meeting agenda and papers.
• Prepare and provide management over all meeting action lists, ensuring the relevant people are tasked accordingly and prompted when deadlines approach.
• Coordinate engagement and event calendars. Deliver event planning including venue hire, catering etc.
• Support engagement and event planning and associated administration for the Treaty Authority.
• Organise company travel and bookings for the Members and CEO.
• Maximise the effectiveness of processes and administrative support through the design and implementation of efficient workflows.
• Provide general office administration support to the Treaty Authority team in the absence of the Office Administrator.

Selection Criteria

• Previous experience as an Executive Assistant supporting senior executives.
• Ability to manage multiple diaries and travel arrangements effectively and proactively.
• Able to manage multiple priorities and meet deadlines with a high degree of accuracy and confidentiality.
• Advanced skills with MS Office Professional and SharePoint and intermediate to advanced knowledge of Excel preferred.
• Working knowledge of office procedures and business practices.
• Not-for-profit experience preferred but not essential.
• Strong employee and stakeholder engagement skills and a commitment to positively contributing to the organisational culture within an Aboriginal- and purpose-led context.
• Previous experience coordinating and organising corporate events.
• Outstanding verbal and written communication skills with strong attention to detail.
• Knowledge and understanding of Aboriginal organisations in Victoria and the strengths and challenges of Victorian Aboriginal communities.
• Passionate about being part of a reform to benefit First Peoples in Victoria.
• Proven ability to apply a high degree of emotional and social intelligence in all contexts.
• Ability to juggle multiple tasks at once with a high level of efficiency whilst being flexible and prepared to adjust according to business or stakeholder needs.
• Ability to manage highly sensitive and confidential information with professionalism, integrity, and confidentiality.
• Self-motivated with ability to set and meet goals, strong work ethic and high levels of energy.
• A proactive approach to problem-solving with strong decision-making skills.
• Ability to effectively communicate ideas on complex and sensitive issues clearly in writing, selecting language, tone, and format to suit target recipients.
• Willingness and ability to travel as required.

The Treaty Authority is an Equal Opportunity Employer and encourages people from all backgrounds to apply. Aboriginal and Torres Strait Islander people are strongly encouraged to apply for the position.

Click the "Apply Now" button to submit your application with a copy of your resume along with a brief cover letter explaining why you are interested in this opportunity.