The Executive Officer and Assistant to the Executive Director (ED) provides professional and confidential administrative assistance to the SHFPACT Executive Director, and high level of Board secretariat, governance and administration. The role will contribute to the effective administration of the organisation, and to quality and administrative systems improvement projects.

The role includes elements of executive assistant, company secretary/board secretariat, operations, administrative systems and project management.

This is full time, 12 month fixed term contract to start ASAP, with possible extension. Part-time hours will be considered.

KEY RESPONSIBILITIES

• Provide confidential administrative support to the Executive Director (ED).
• Provide governance secretariat functions for the ED, including preparation of agendas and minutes for the SHFPACT Council (Board) and its committees ensure Council and annual general meetings operate smoothly and efficiently;
• Prepare agendas and background briefing documents required for meetings and appointments.
• Coordinate the preparation of contract reporting, Annual Report, Annual General Meeting and other occasional membership events.
• Attend internal and external meetings with the ED and prepare meeting minutes and action lists as required.
• Work closely with Manager Business Services to maintain and improve organisational records and administrative processes.
• Oversee specific projects, ensuring that timelines are met and tasks are completed efficiently.

• Liaise with managers and other staff, seek advice from and provide advice to colleagues and peers to inform own review of task priorities and work planning, assist others to set and achieve agreed goals and priorities.

• Advise the ED of matters requiring the ED’s attention, with associated deadlines.
• Assistant to the Executive Director:

• • Monitor diary and manage email and other correspondence as required.
  • Monitor and facilitate timely, accurate and professional communications from executive office
  • Deal with, or refer to the appropriate person, matters requiring attention in the Executive Director’s absence.
  • Coordinate business travel, prepare itineraries, book venues and accommodation as needed.

SELECTION CRITERIA

• Experience in providing governance and secretariat support to a Board (or a management committee, project steering committee etc) and/or chief executive offer including minute taking, drafting agendas and lodging documents with regulators.
• Demonstrated experience as executive assistant, personal assistant or equivalent to a chief executive or other senior executive. Alternatively, experience in nonprofit operations and administration roles is well regarded.
• Well-developed written and verbal communication and sound interpersonal and public relations skills.
• Demonstrated time management skills, including the ability to prioritise, manage multiple tasks and meet deadlines.
• Demonstrated ability to manage sensitive information with discretion, maintaining confidentiality and integrity at all times.
• Demonstrated attention to detail including in the preparation of correspondence and agendas; and arranging appointments.
• Ability to work independently with minimal direction and to work effectively in a team environment.
• Excellent computer skills with advanced knowledge of Microsoft Office applications, including SharePoint.

Desirable:

• Knowledge of the governance, operations and funding environment of nonprofit organisations/
• Previous experience coordinating quality improvement projects and administrative process review

Salary in the range of $74,100 - $103,750 (FTE, pro rata for part-time positions) + superannuation + competitive salary packaging, depending on skills, experience and qualifications in line with the position classification structure in the SHFPACT enterprise agreement.

We will be considering applications on a rolling basis, and will interview suitable applicants as soon as possible. The position may be appointed prior to expiry/closing date of this job ad.