Executive Support Coordinator

• EMPLOYMENT STATUS: Fixed term to June 30, 2024. 24 hours per week (over 3-4 days). Hybrid working arrangements.
• AWARD DETAILS: Social, Community, Home Care and Disability Services Industry Award 2010 (SCHADS). Generous salary packaging available.
• REPORTS TO: Chief Executive Officer
• LIAISES WITH: EDV Staff, individuals experiencing an eating disorder and their families/support people, relevant external stakeholders. (No direct reports)

ABOUT US

Eating disorders are complex and debilitating mental illnesses that affect up to 1 in 20 people. Like any mental illness, they are not the fault of the individual and can affect anyone no matter their age, gender or background. While serious, eating disorders are treatable. With the right support, full recovery is possible for everyone.

Eating Disorders Victoria is the trusted guide for Victorians affected by eating disorders. We help people get the support they need to inspire hope and ensure the earliest possible recovery.

How we work:

We are a committed, engaged and progressive community health service who value innovation. We are known for developing and delivering eating disorder services that can’t be found anywhere else in Australia, or even the world. We are a strong voice for people affected by eating disorders and actively advocate for our eating disorder affected community at state and national level.

We pride ourselves on being a vibrant place to work, where creativity, collaboration and lived experience are highly valued and supported.

All of our work is guided by our values of Connection, Courage, Optimism and Perseverance.

Where we are going:

We are moving through an exciting time of reform in Victoria’s Mental Health System, and have every intention of ensuring eating disorders are fully supported in this new system. We want eating disorders to be considered core business when it comes to mental health, so that more Victorians are identified, diagnosed and put on the path to recovery, sooner.

We are focused on delivering high quality, data-driven community services that demonstrate the impact of our work, while underscoring the growing community demand for specialised eating disorder services. Underpinning this is an evolving culture of strong clinical governance, which supports the wellbeing of staff, volunteers and our service users.

We consider the lived experience workforce to be pivotal to the future of eating disorder treatment and are positioned to be leaders in this emerging field.

What we can offer you:

• A genuinely nice place to work – we know that our people are our best asset
• Support and encouragement to grow your skill set in a hands-on environment
• Ability to take ownership of your role
• Opportunities to engage in a fun social calendar of events
• Hybrid working arrangements (50% in-office time in Abbotsford)
• Ability to take scheduled mental health days to focus on your personal wellness
• Group supervision for all staff with lived experience of an eating disorder or experience caring for someone with an eating disorder
• Salary packaging arrangements (increasing your take-home pay)

ROLE STATEMENT

This varied and fast-paced role will provide professional support to the CEO, Directors and Chair of the EDV Board.  Prioritising and anticipating needs and taking the initiative to resolve problems will enable the CEO and Executive team to operate effectively.  This role will be responsible for diary management, meeting coordination, managing correspondence, preparation of Board documents and a range of administrative tasks.  Professionally representing EDV with external stakeholders and working collaboratively as part of the broader EDV team are key requirements of the role.  The role will also be the first point of contact at our reception as needed and ensure the smooth operation of the general office environment.   

EDV has a commitment to supporting the Lived Experience Workforce through the EDV Lived Experience Framework. Candidates who have lived experience of an eating disorder or who have lived experience of caring for a person with an eating disorder must align with the definitions, as outlined in the attached Position Description.

KEY ACCOUNTABILITIES

• Provide high level support to the CEO including diary management, coordination of meetings/appointments and management of correspondence 
• Assist CEO to prepare agendas and papers for meetings and presentations  
• Coordinate and distribute Board meeting agendas, board papers and presentations 
• Support the EDV Board Chair including electronic file management of all board related documents 
• Attendance and minute taking at monthly Board meeting (online in the evening) 
• Support EDV executive team with data collation and reporting processes 
• Provide high level support to Directors including coordination of meetings and various administrative tasks 
• Liaise with multiple external stakeholders including government and ministerial offices, eating disorder sector, mental health and allied health organisations 
• Work in close collaboration with the broader EDV team on shared priorities 
• Contribute to the review of policies and processes to maximise the effectiveness of the executive team 
• Coordination of internal and external events including liaising with attendees, catering and other support as needed 
• First point of contact for visitors at EDV reception as required 
• Management and maintenance of central office environment including printer, kitchen, stationery etc. 
• Assist with administrative tasks and special projects as required 

KEY SELECTION CRITERIA

Essential:

• Demonstrated experience supporting a CEO and/or senior management team in an executive assistant role  
• Excellent interpersonal skills and ability to develop professional rapport with a range of stakeholders 
• Strong written and oral communication skills 
• Proven ability to work autonomously, take initiative and problem solve 
• Superior organisational skills and demonstrated ability to prioritise and meet competing deadlines 
• High level attention to detail and experience in collating/managing data and preparing reports  
• Genuine desire to collaborate with others and work as part of a team  
• Proficiency in Office 365 including Sharepoint, Word, Powerpoint and Excel 
• Flexible to carry out a wide variety of tasks  

Desirable:

• Lived experience of an eating disorder or other mental illness or as carer of a loved one with an eating disorder or other mental illness – refer to definitions in the attached position description 
• Previous experience or a genuine interest in the mental health sector 
• Experience supporting boards and committees with an understanding of governance processes 
• Experience with a customer relationship management system (e.g. Salesforce) 

CONDITIONS OF CONTRACT

Location: This position will be based at the EDV office on Level 2 of the Magpies Community Centre (corner Lulie and Abbot Streets, Abbotsford). We also offer hybrid working options (50% at the office, 50% at home).

Employment Conditions:

• Normal working hours will be during Monday to Friday, 8:30am to 5pm. There may at times be some out of hours work and this will be negotiated with the CEO.
• Other conditions as mandated by the Fair Work Act. 
• Subject to satisfactory Working with Children Check, National Police Check and completion of Conflict-of-Interest Declaration. 
• Probationary period will apply (3-months). 

Ethical Requirements:

All EDV staff are required to adhere to the EDV Code of Ethics, Code of Conduct, Core Values and guiding principles and relevant organisational policies, practices and guidelines.

HOW TO APPLY

To apply, please navigate to the 'Apply Now' section and include a resume and a cover letter including a specific response to each of the Key Selection Criteria (please refer to the Position Description). Please combine these as a single document. Direct applications to EDV via email will not be monitored.

If you don’t meet all of the key selection criteria, but are still keen to work with us, we want to hear from you! Please just tell us what you will bring to the role within your application.

For more information about the role and working at EDV contact Caroline Towers, HR and Operations Manager at [email protected], using the subject line: Executive Support Coordinator enquiry via EthicalJobs.