Yallambee Traralgon Village for the Aged Traralgon, West Gippsland & Latrobe Valley VIC PA, EA & Secretarial (Administration & Office Support) Yallambee Traralgon Village for the Aged - MARGERY COLE RESIDENTIAL AGED CARE SERVICE Executive Assistant
(FTE 0.9 - Full Time) Are you an experienced Executive Assistant with a passion for making a difference in the aged care sector?
We are looking for a highly skilled and motivated individual to join our team as an Executive Assistant.
This critical role involves providing comprehensive support to our Executive and Senior Management Team, ensuring the seamless operation of our aged care facility, and contributing to the overall well-being of our residents.
As the Executive Assistant, you will assist our Executive and Senior Management team by managing schedules, coordinating meetings, and handling correspondence to ensure efficient daily operations.
The Executive Assistant will play a key role in supporting corporate governance by organising and coordinating board meetings.
This includes preparing detailed agendas, ensuring that all necessary documents are distributed in advance, and taking accurate minutes during the meetings.
Your efforts will help maintain effective governance practices and ensure that board decisions and actions are well-documented and followed up on.
This role is diverse and will require you to assist with developing and implementing policies, maintaining organised records, and serving as a key point of contact between the executive team and stakeholders.
Additionally, you will support the Finance team with financial tasks such as payroll and accounts management as required.
Your exceptional organisational, communication, and problem-solving skills will be essential in driving the overall efficiency and success of our organisation, ultimately enhancing the quality of care we provide to our residents.
This position will be required to work outside business hours including evenings to participate in Board Meetings as per meeting schedule.
Employee Benefits
Free onsite parking
Not for Profit Organisation
Employee Assistance Program
Onsite cafe available for staff, residents and visitors, offering grab and go or sit-down meals/coffee.
Supportive learning environment
Executive and Senior Management Support
Employee referral bonus incentive policy of up to $600
in place for those meeting the eligibility criteria.
Corporate discount for Private Health Insurance
to our staff.
Salary packaging is a great way to give yourself a pay rise.
Key Skills and Qualifications
Experience : Minimum of 5 years of experience as an Executive Assistant, preferably in the aged care or healthcare sector.
Organisational Skills : Proven ability to manage multiple tasks and priorities with exceptional attention to detail.
Communication : Excellent written and verbal communication skills, with experience in minute-taking and report preparation.
Financial Acumen : Proficiency in managing payroll, accounts payable, and receivable, and budget preparation.
Policy Knowledge : Experience in developing and implementing organizational policies and procedures.
Technology Proficiency : Advanced skills in Microsoft Office Suite and financial software systems.
Confidentiality
must be preserved at all times in the execution of this position.
Key Responsibilities
Executive Support: Manage the calendars and schedules of senior executives, coordinating meetings, appointments, and travel arrangements.
Prepare and manage correspondence, reports, presentations, and other documents as required.
Serve as the primary point of contact for internal and external stakeholders on behalf of the executive team.
Corporate Governance: Organize and coordinate board meetings Circulate agendas, previously unconfirmed minutes, Board action plans, reports and other meeting documents within the required timeframe Record minutes of meetings including attendances, apologies, declaration of conflict of interests, Executive reports, Board subcommittee reports and relevant discussions and decisions Ensure compliance with regulatory requirements and maintain up-to-date corporate records.
Follow up on action items and decisions from board meetings.
Administrative Duties: Maintain accurate and organised records and files, ensuring confidentiality and easy accessibility.
Manage office supplies, coordinate office maintenance, and ensure a well-functioning work environment.
Handle special projects and additional tasks as assigned by the executive team.
Policy Development: Assist in the development, implementation, and review of organisational policies and procedures.
Ensure policies are in line with best practices and regulatory standards.
Collaborate with departments to ensure consistent policy application.
Communication: Facilitate effective communication between the executive team and stakeholders, both internal and external.
Address and resolve issues or inquiries in a professional and timely manner.
Compliance with the Aged Care Standards, Yallambee's Policies and Procedures and Yallambee's Vision, Mission and Values Policy.
All appointments are made subject to the candidate providing a valid NDIS Workers Screening Check, evidence of 2024 influenza vaccination and evidence of full COVID-19 vaccination including booster dose (3).
How to Apply:
If you're ready to take on a crucial role in our organization's operations and contribute to a well-organized and productive workforce, we want to hear from you.
Further information regarding the role or a copy of the position description will be provided upon request.
All applicants are requested to submit their written application including an updated resume and a cover letter detailing your relevant experience and skills to Kimberly Inglis (HR Manager)
5pm Sunday 15th September 2024.
Only shortlisted candidates will be contacted for further evaluation.
Joining our team means becoming a part of a dedicated group committed to delivering exceptional care and support to our aged care residents.
We look forward to learning how your skills and passion align with our mission to make a meaningful difference in the lives of those we serve.
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