• 25-30 hours per week with 4 days based in office, permanent role 
  
• Level 5 - SCHADS award. Pay Point depending on experience 
  
• Salary Packaging options available
  
• Currently located in Prahran

Position overview

To provide proactive, timely and confidential executive administrative support to the CEO and Leadership Group including diary management, organising meetings, travel and accommodation, preparing documents, reports, letters, meeting minutes, submissions and related material.

The Executive Assistant is expected to develop and maintain effective administrative systems, communication and working relationships internally and with key external stakeholder organisations.

THIS IS A LIVED AND/OR LIVING EXPERIENCE, CONSUMER POSITION

Applicants must be people with lived experience of mental health challenges, trauma, or emotional distress and/or who have accessed mental health or other related services specifically to support their mental well-being.

Applicants must consider themselves work ready; be capable of reflecting on how their own lived experience interacts with that of others; and be able to contribute to the development and implementation of collaborative ways of working.

Specific Responsibilities

Teamwork

• Comply with the VMIAC Code of Conduct and work to create and contribute to a safe, supportive and harmonious workplace.

• Demonstrate awareness and understanding of diversity, culture and human rights.

• Keep up to date with contemporary administrative support, changes in the sector and their implications for VMIAC.

• Actively participate in or organise meetings and consumer forums, including arranging attendance of participants, venues and catering where appropriate, and prepare and distribute relevant documents as directed by the CEO, Leadership Group and CoM.

• Assist in organising and participating in staff wellbeing events and programs as directed by the CEO, Leadership Group and CoM.

• Contribute to Workplace Health and Safety by taking reasonable care for personal health and safety and that of others in the workplace and raising suggestions and concerns as they arise to ensure a safe work environment for employees, consumers and visitors.

• With appropriate approvals, organise and coordinate maintenance, repairs and cleaning for the VMIAC premises, liaise with all contractors and maintain accurate and up-to-date records and service requirements

• Coordinate travel and accommodation arrangements, ensuring compliance with relevant policy and procedures

• Commitment to professional development - learn about individual progress, areas of good performance, and any areas that can be improved

• Assist in the processing and implementation of administrative and general policies, protocols, and processes to ensure the efficient operation of the service

CEO and Leadership Group Support

• Provide timely, effective diary management by prioritising and organising meetings with internal and external stakeholders in consultation with the CEO and Leadership Group and ensure the calendar and filing systems, are up to date, accurate and manageable at all times.

• Provide secretariat support for meetings that the CEO chairs including scheduling, provision of key documents, coordinating meeting arrangements and preparation and distribution of all necessary correspondence, emails, presentations and other documents.

• Review and record all incoming correspondence and emails to the office of the CEO, including allocating, redirecting to appropriate people for action and following up on the preparation of responses.

• Review and record all incoming CEO correspondence and emails and allocate or redirect to appropriate people for action or following up on the preparation of CEO responses.

• Act as the first point of contact with external stakeholders and screen all incoming calls to the CEO and redirect to appropriate person for attention.

• Proactively deliver a full range of administrative support and information management system, identifying and implementing process improvements and making recommendations as part of continual improvement.

• Provides support across a range of organisational areas including back up support for identified areas as directed by the CEO and Leadership Team.

• Work with the Executive Support Officer – Governance when required.

• Complete tasks as assigned and required by the CEO and Leadership group.

• Provide ad-hoc support to various members of VMIAC teams as negotiated with the CEO.

Key Selection Criteria (to be addressed in application)

Essential

• Qualification in administration, business or management or extensive experience in providing executive support and assistance at a senior level.
• Ability to work with a high level of initiative, independence, autonomy and confidentiality to set and achieve objectives.
• Demonstrated high level computer skills in all facets of Micosoft Office 365, Zoom and Adobe
• Well-developed interpersonal and written communication skills with strong attention to detail to confidently and courteously liaiase with all internal and external stakeholders.
• Demonstrated ability to maintain the highest levels of confidentiality and integrity and to exercise sound initiative and judgement when assisting with sensitive and confidential matters.
• Demonstrated high level organisational and problem-solving ability, including the ability to prioritise work in a timely manner and meet regular deadlines under pressure, with accuracy and attention to detail.
• Proven ability to prepare correspondence, reports and other documents, and experience in the development, maintenance and continuous improvement of filing and information systems.
• Current Police Check and Working with Children Check.
• This role is flexible to allow for some working remotely but requires working from the office for four days per week

Desirable

• A current Victorian Driver's Licence or ability to travel to office and is prepared to travel for work purposes with notice and as required

Remuneration and benefits

In return for your passion for mental health reform, lived experience expertise, and significant contribution you will have access to unique professional development opportunities and receive an attractive salary package which includes:

SCHADS Base Salary Level 5 banding ($49.28/hour - $51.51/hour) + Super (11.5%)

Four weeks annual leave + Gifted leave between Christmas and New Year

90mins per month of wellbeing leave

Generous Annual Professional Development Allowance

Salary packaging an additional $15,900 per annum + $2,500 Meals and Entertainment per annum

Flexible Work Arrangements

From Jan 2025: Newly fitted out office space with access to onsite gym facilities and green space (close to South Melbourne market and public transport)

References and checks, probationary period

• Preferred candidates are required to complete and/or provide Police and Working with Children checks prior to final confirmation and commencement of employment.
• Referees are required and will be contacted for short listed applicants
• This role is subject to a probationary period of six months.

Support and development

VMIAC will provide regular supervision and mentoring to the person in this role. All VMIAC roles include training and development opportunities, which can include the development of leadership and other required skills and attendance at conferences.

For enquiries relating to this position, please contact HR Officer, Melissa Jones [email protected], using the subject line: Executive Admin Support enquiry via EthicalJobs.

A position description is attached.