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Executive Assistant / Operations Support

Collaboration for Impact

Reports to: Kerry Graham – Director (Executive & Board Support); and Heidi Jasprizza – Finance and Operations Manager 

Location: Home office 

Capacity: Full time (1 FTE) Fixed term contract ending 30 June 2022 

Salary Range: $75k - $78k + super per annum

ROLE PURPOSE

The Executive Assistant / Operations Support serves to:

  • Provide responsive and comprehensive secretarial and administrative support to the Executive Directors and the Board to meet strategic objectives
  • Ensure the efficient and effective day-to-day operations of the organisation, to support the core team in their activities

POSITION RESPONSIBILITIES

Key result areas:

Executive and Board Support

  • Diary management and support for two CoDirectors & CEO
  • Prepare and edit correspondence, communications, presentations and other documents as required by the executive team
  • Provide secretarial support to support effective governance (including preparation for reporting packs for the Board in advance of a minimum of three Board meetings per year)

Meeting and Travel Management

  • Travel Management (Core Team/Network)
  • Manage logistics of a range of meetings, including Board, internal team, projects, and the public CFI learning calendar

Operations and IT Management

  • Development and implementation of operations, policies, procedures, and other internal systems
  • Key support towards the implementation of a CRM, migration and maintaining records of CFI contacts Serve as the first point of contact for IT support requests, to triage and resolve issues (with outsourced IT company to be scoped)
  • Manage IT infrastructure and business systems, including suppliers, hardware, software, databases, and other resources
  • Manage office facilities and equipment, including procurement, remote office environments and processes
  • Keep records and maintain document repositories (hardcopy and digital)
  • Support Finance & Operations Manager as required with automation and continuous improvement options

HR Management

  • Administer and support the implementation of HR management activities, including recruitment, interview process, induction, onboarding, offboarding, record maintenance and team culture
  • Liaise with contractors/suppliers, and support subcontractor management activities with other Leads including Network Members
  • Other duties as requested

A position description is attached.

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