PA, EA & Secretarial (Administration & Office Support)
Full time
We are seeking an Executive Assistant to support our Chief Operating Officer and senior management teams in a dynamic and fast-paced environment. Annecto's origins trace back to the 1950s, when a group of parents from the Western suburbs of Melbourne decided to create their own safe spaces for their children living with disability. Over the years, Annecto has continued to grow and develop its services in disability and aged care, leading the way with in-home services and independent living. Today, Annecto works across multiple regions and states of Australia and works closely with communities across Victoria, NSW, ACT and Queensland.
Position Summary
The Executive Assistant to the Chief Operating Officer (COO) provides high-level administrative and organisational support to the COO with additional support to the senior managers of their respective teams from time to time as requested.
This position reports directly to the COO and is based in our Burwood office. Work from home arrangements are available, a minimum of 2-3 days in the office is required. This position is classified as Level 4 under the SCHADS award, remuneration will reflect experience.
Key Responsibilities
• Provide high-level administrative and organisational support to the COO, including diary and email inbox management, travel arrangements, and correspondence oversight.
• Coordinate logistics for meetings, workshops, and events, ensuring timely preparation and professional delivery.
• Prepare, review, and edit documents, reports, and communications for the COO with attention to detail and professionalism.
• Manage the COO's responsibilities to the Board, including preparing agendas, minutes, and supporting documentation.
• Develop and maintain efficient systems and processes to maximise the COO's productivity, including goal setting, reporting, and team meetings.
• Support special projects and initiatives led by the COO, ensuring seamless execution.
• Assist with coordinating reports and activities for the COO's Senior Management Team, including agendas, minutes, and documentation.
• Oversee key reporting schedules and provide templates to support functional areas.
• Act as a key liaison between the COO's office, internal teams, external stakeholders, and government agencies.
• Maintain financial records for purchase of goods and services, and the COO corporate credit card or Weel.
• Coordinate and participate in conferences, management and staff meetings as required.
• Circulate staff communications on behalf of the COO and provide support to the CEO or other Executive Leadership Team members as needed.
Key Selection Criteria
• Extensive experience in providing high-level executive support, demonstrating discretion and professionalism is essential.
• Flexibility to work outside of normal working hours is required to support business priorities. Such requests will be reasonable and agreed upon in advance.
• Experience and/or strong working knowledge of non-profit, disability, or aged care sectors is highly desirable.
• Proven ability to prioritise tasks and exercise sound judgement under pressure, especially when managing high workloads.
• Exceptional written and verbal communication skills.
• Proficiency in MS Office Suite (Outlook, Word, Excel, PowerPoint) at intermediate to advance level.
• Strong technical aptitude with IT applications and systems.
What We Have to Offer NFP Salary Packaging - $15,900 p.a. + $2,650 meals and entertainment.Hybrid working arrangements, requiring a minimum of two days in the office, we strongly encourage three days, this may be subject to change in the future.Access to a range of learning and growth opportunities to enhance your skills and advance your career.A collaborative and inclusive workplace where diverse perspectives are valued as we work towards common goals, celebrate successes and support each other's professional and personal growth.A chance to contribute to our purpose of connecting individuals and communities.Annecto welcomes applications from all backgrounds, including mature-aged individuals, those from culturally diverse backgrounds, people with disabilities, and those who identify as LGBTIQ. Must have Australian work rights.
Applications close 11:55PM AEST on 4 December 2024. Apply Now
If you are ready to take on this exciting challenge and contribute to a more inclusive society, we want to hear from you. Apply today to become a part of Annecto!
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