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Executive Assistant & Office Manager

ChildFund Australia

PURPOSE OF THE POSITION

As the Executive Assistant & Office Administrator you are responsible for improving organisational leadership and management by providing effective administrative assistance to the ChildFund Australia Chief Executive Officer (CEO) and Executive Team (ET) and improving the efficiency of ChildFund Australia’s Sydney office by coordinating and managing office functions.

KEY DUTIES

  • Support the CEO with administrative topics, e.g. calendar, communication and correspondence with colleagues and external stakeholders
  • Make travel arrangements and detailed travel itineraries for CEO and ET
  • Produce reports for the CEO i.e. memoranda, presentations, brief reports
  • Reconcile CEO expenses monthly and prepare annual budget and budget re-forecast for CEO and office for approval by the CEO
  • Organise relevant internal and external meetings, e.g. with Board, ET, COLT and Sydney staff, book meeting rooms and catering (where required), collate and distribute papers and agenda, and record minutes
  • Organise business functions, staff workshops/ conferences and other special meetings as directed by the CEO and ET, incl. Alliance meetings when hosted by ChildFund Australia
  • Support Board Directors with information, as well as with CFA-related travel and appointments
  • Update the Director’s Handbook and manage the Board online portal
  • Liaise with People&Culture team when a new Board Director is recruited to ensure all paperwork is completed and added to BambooHR
  • Liaise with CO staff when visiting Sydney, and organise accommodation and other arrangements as necessary
  • in charge of office management, i.e. manage building services and office maintenance; liaise with Building Management to resolve any issues and manage contractors as required
  • Maintain office supplies, stationery and amenities
  • Ensure office presentation is welcoming and professional, incl. meeting rooms and manage kitchen and storage areas
  • Liaise with landlord on level 9 for maintenance issues
  • Purchase, program and distribute entry door fobs.

QUALIFICATIONS & EXPERIENCE

  • Solid experience in a similar position
  • Proven work experience that requires excellent organisational skills, negotiation skills and attention to detail
  • Experience managing office filing systems
  • Experience liaising at an executive level with external stakeholders
  • Proven work experience that requires self-motivation, work autonomously, meet deadlines and work under pressure
  • Experience in event management
  • Proficiency in use of standard software applications.

DESIRABLE

  • Experience in the International Development/ NGO sector.

Please view the full position description below.

How to apply

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