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Executive Assistant and Administration Support Officer

ABSTARR Consulting

Our Organisation

ABSTARR Consulting Pty Ltd is an exciting venture that delivers leadership, clarity and excellence in Aboriginal and public health consulting. We work with corporates, governments and not-for-profits to build their cultural safety, and ensure self-determination for Aboriginal and Torres Strait Islander communities. We lead change by facilitating transformational growth in culturally safe environments. We deliver excellence in strategic thought leadership, critical analysis and communications. We bring clarity and confidence to those who want to deliver better outcomes for Aboriginal and Torres Strait Islander Peoples.

Aboriginal and Torres Strait Islander applicants are strongly encouraged.

LGBTIQ and Queer friendly applicants are strongly encouraged.

Your Role

You provide quality executive support to the CEO. You pay attention to details and don’t let things fall through the cracks. You problem solve and assist to navigate the smooth running of the organisation. You provide administrative and secretarial support to the teams that undertake project and contract activities at ABSTARR Consulting. Members of these teams are often contractual and sessionally based for particular projects and you are one of the primary points of contact between these team members and ABSTARR Consulting. You are the glue that brings all activities of the team together. You are often the face of the organisation. You communicate clearly. You express yourself eloquently. You have a solid understanding and good coverage of each project and activity underway in the organisation and are comfortable communicating in writing and on the phone.

Your Key Responsibilities

CEO Support

You provide high level administrative and executive assistant support to the CEO. This includes diary and commitments, email management, as well as arranging travel and managing time commitments. You assess and prioritise requests to facilitate the optimal use of the CEO’s time.

Meeting Schedule

You coordinate meetings, calls, agendas, catering for both the internal team and various external client meetings. You manage emails, correspondence, and phone calls in a professional and courteous manner.

External Communications

You prepare and edit communications and correspondence. This includes agendas, minutes, presentations and briefing notes to support the achievement of business outcomes. You gather, collate and provide background information for the CEO to support informed decision making and planning

Record and System Maintenance

You maintain and organise records, documents and databases, both physically and electronically, so they are readily available to team members.

Financial Logistical Support

You ensure invoicing and payments are made, complete routine financial transactions and purchasing services in collaboration with the accountants of ABSTARR Consulting.

You Have

To effectively fulfil this role, you have:

  1. Excellent organisational abilities
  2. Experience in Administration Support Officer roles
  3. Record and Document management experience and skill
  4. Attention to detail
  5. Strong written and verbal communication skills
  6. The ability to view a problem from different angles and initiate solutions. Essentially the skill of ‘thinking outside the box’.
  7. Demonstrated ability to work independently and take initiative
  8. Practical skill in Microsoft Office products
  9. Tactful protection of the CEO’s time
  10. A TAFE or tertiary qualification in administration or equivalent

You May Also Have

To assist in undertaking the functions of this role, you may also have:

  1. Demonstrated experience in working with Aboriginal and Torres Strait Islander communities
  2. A degree in public health, sociology, or related field
  3. Demonstrated ability to teach others in administrative procedures.
  4. Experience in Executive Assistant roles

Shortlisting will take place by Monday 25th January 2021 and interviews will take place on 27th January between 1.00pm and 4.00pm (Melbourne time). Interviews may be in person or on Zoom.

A position description is attached.

How to apply

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