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Executive Assistant and Operations Manager

Global Compact Network Australia

ABOUT US

As a special initiative of the UN Secretary-General, the United Nations (UN) Global Compact is a call to companies everywhere to align their operations and strategies with ten universal principles in the areas of human rights, labour, environment and anti-corruption. The mandate of the UN Global Compact is to guide and support the global business community in advancing UN goals and values through responsible corporate practices.

Locally, the Global Compact Network Australia (GCNA) brings together signatories to the UN Global Compact, including more than 35 ASX 100 companies and other major corporates, non-profits and universities, to advance the private sector’s contribution to sustainable development through the universal framework provided by the UN-mandated Sustainable Development Goals (SDGs) and the Ten Principles. We lead, enable and connect business and stakeholders to create a sustainable future by supporting businesses to act responsibly and helping them find opportunities to drive positive business outcomes.

HELP US DELIVER THE SDGs IN AUSTRALIA

The SDGs are the collective plan of global commitments required to end extreme poverty and hunger, tackle climate change and create a more peaceful, just, and equitable world by 2030. This is a significant multi-stakeholder effort which cannot be delivered by governments and civil society alone. The actions, innovations and finances of the private sector are critical to our ability to deliver.

This is where the UN Global Compact comes in: we are the world’s largest corporate sustainability initiative with over 13,000 participating companies in 163 countries, and 70 Local Networks around the world. We enable and support companies across all sectors, geographies and sizes in their efforts to be more responsible and sustainable, and help the world achieve the SDGs.

We are an ambitious team, energised behind our mission of mobilising a global movement of responsible companies and organisations to create the world we want. Our ambition is to accelerate and scale the global collective impact of business by upholding the Ten Principles and delivering the SDGs through accountable companies and ecosystems that enable change.

POSITION SUMMARY

Reporting to the Executive Director, the Executive Assistant and Operations Manager is a full-time position at the heart of a passionate, dynamic and evolving team as we continue to scale the GCNA for growth in participants and its programmatic offering. The role will act as the Executive Assistant to the Executive Director and Head of Programmes and serve as the GCNA’s operations manager based in our Melbourne offices (and remotely).

As Executive Assistant (EA), the role will provide support in a timely, proactive and professional manner to the Executive Director including high-quality administrative and clerical assistance, managing the Executive Director’s inbox, scheduling meetings, making travel arrangements and organising calendars. The role will also support GCNA Board governance including managing meetings, minute taking, managing regulatory forms and maintaining the Board and Committee calendars. The role will also provide support to the Head of Programmes by way of scheduling meetings, making travel arrangements and organising calendars.

As Operations Manager, the role will manage the day-to-day operations of the GCNA, including enhancing the GCNA’s systems (i.e., Salesforce), processes and procedures and leading on efficiency improvements for the GCNA. The role will also manage the GCNA’s offices in Melbourne, including our approach to remote work which enables the team to work flexibly and virtually. In addition, the EA & Operations Manager will be the key contact for the GCNA team, the Board of Directors, the Global Compact Office, suppliers and relevant external stakeholders.

The EA and Operations Manager position requires initiative, organisational skills, integrity and the ability to work independently. We are seeking someone who has a positive attitude, excellent interpersonal and problem-solving skills and the ability to collaborate with a range of individuals. You will be proactive, enjoy multi-tasking and be excited about playing an important role with an organisation that strives to meet the SDGs.

DUTIES AND RESPONSIBILITIES

Executive Director Support

  • Manage inbox, calendar, and schedules.
  • Organise and schedule internal and external meetings.
  • Book business travel arrangements (flights, transport, lodgings, visas) and organise travel itineraries.
  • Assist with reports, presentations, and other research to an exceptional standard.
  • Manage the Executive Directors expenses.
  • Provide Board clerical support including diarising meetings, drafting Board and Committee agendas, minuting of Board and Committee meetings, maintaining the Conflicts of Interest Register and Action Items, organising travel for directors when required and maintaining the GCNA’s Boardable account including uploading of appropriate documents and tracking meeting attendance.
  • Provide administration support for the GCNA’s Annual General Meeting (AGM) including assisting the Executive Director with AGM materials, collecting proxy forms and supporting on the delivery of the event.

Head of Programmes Support

  • Organise and schedule internal and external meetings.
  • Book business travel arrangements (flights, transport, lodgings, visas) and organise travel itineraries.
  • Manage the Head of Programmes’ expenses.

Office Management

  • Provide general team administrative support including minutes from team meetings and some GCNA activities and responding to administrative queries from the GCNA team.
  • Provide accounts receivables support including invoicing for participant annual fees and events-related fees, assisting with follow-up of outstanding accounts and ensuring that GCNA is set up on external procurement systems when required.
  • Assist with expense management, including end of month reconciliation, liaising with the GCNA’s accountants, and maintaining the GCNA’s accounting systems (Dext, Xero and Stripe).
  • Manage the GCNA’s office phone and main inbox, including responding to queries in a timely manner and/or directing inquiries to the appropriate GCNA team member.
  • Liaise with IT providers, including setting up new team member laptops and assisting with major IT issues.
  • Liaise with the GCNA’s landlord’s Property, Operations and Security Management on office access and maintenance.
  • Liaise with other key supplier accounts including printers and graphic designers.
  • Order stationery and office related items.
  • Maintain a well-presented and organised office environment, including the organisation of relevant external and internal events with key stakeholders.
  • Work alongside the GCNA team, when required, to assist with the organisation of GCNA major events, this might include the booking of venues, accommodation, travel, and supporting the delivery of conference materials.

Operations Management

  • Lead the re-design and improvement of systems and processes that will enable the GCNA to have efficient operations (i.e., induction procedures, OH&S systems, standardising administration tasks).
  • Lead the enhancement of the GCNA’s e-filing management system.
  • Lead the development and implementation of guidelines and processes that streamline administrative tasks and supports effective team outcomes.
  • Maintain the GCNA’s Risk Framework, including its main policies and processes to ensure the safety and security of GCNA staff (i.e., COVID-Safe Plan, Code of Conduct).
  • Work with the Executive Director to monitor and manage administration and office costs effectively and to report bi-annually on the budget.
  • Support data collection to track team progress against GCNA activities and key metrics for reporting to the Board.
  • Support GCNA recruitment and intern activities including posting job opportunities, collating CVs, liaising with candidates, setting up interviews, responding to queries and onboarding new staff and directors.
  • Work alongside the Stakeholder Engagement Manager and the GCNA’s pro-bono legal firm to ensure that the Member Register is maintained and kept up to date and any associated documents.
  • Support the maintenance of the GCNA’s CRM (Salesforce).

REQUIREMENTS AND CAPABILITIES

Requirements:

  • Minimum five years’ experience in executive support and/or operations administration, or a related field.
  • Excellent proficiency in Excel, PowerPoint, Word and Microsoft Teams/SharePoint.
  • Excellent proficiency in English is required.
  • Australian citizenship or residency or have current work rights for Australia.
  • Preferable: Good proficiency in Salesforce, Boardable/other Board management systems, Slack, Xero, Stripe, Dext/Receipt Bank and WordPress.
  • Preferable: Certification or Undergraduate Degree in Executive Management, Operations or a related field.
  • This role is full time based in Melbourne.

Capabilities:

  • Exceptional interpersonal and verbal, listening and written communication skills.
  • Proven expertise in administration and clerical support, including minute taking.
  • Proven experience in coordination of projects and organisational-wide planning processes.
  • Exceptional problem solving and decision-making skills.
  • Strong time-management, prioritisation and multi-tasking skills.
  • Exceptional level of accuracy and attention to detail.
  • Ability to deliver to clear goals including identifying priority activities and assignments, allocating appropriate time and resources, tracking progress and adjusting priorities as required.
  • Ability to foresees risks/blockers and allows for contingencies when planning, including monitoring and adjusting plans and actions as necessary.
  • A proactive and ‘can do’ attitude, with the ability to work independently and as a team.
  • Demonstrated ability to respect confidentiality and use appropriate judgement and discretion.
  • Demonstrated sense of urgency and ability to meet deadlines.

CORE VALUES

  • Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
  • Integrity: Demonstrates the values of the United Nations in daily activities and behaviours; acts without consideration of personal gain; resists undue political pressure in decision-making; does not abuse power or authority; stands by decisions that are in the GCNA’s best interest, even if they are unpopular; and takes prompt action in cases of unprofessional or unethical behaviour.
  • Professionalism: Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; and remains calm in stressful situations.
  • Respect for Diversity: Works effectively with people from all backgrounds; treats all people with dignity and respect; treats men and women equally; shows respect for and understanding of diverse points of view and demonstrates this understanding in daily work and decision-making, examines own biases and behaviours to avoid stereotypical responses, and does not discriminate against any individual or group.

WHAT WE CAN OFFER YOU

  • Competitive not-for-profit salary ($90-$100k depending on experience)
  • Inclusive and flexible work arrangements
  • Exposure to a range of industries and sectors
  • Working in collaboration with a passionate and vibrant team
  • Ongoing professional development in sustainability
  • Working for the world’s largest corporate sustainability initiative
  • Child-friendly workplace

Please direct queries about the role to Kylie Porter: [email protected], using the subject line: Executive Assistant and Operations Manager enquiry via EthicalJobs.

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