Provide high level strategic executive administrative and secretarial support to meet business outcomes in a timely and professional manner.
Reporting Line:
The Senior Executive Assistant reports to the President.
Key Accountabilities: Quality control of a variety of correspondence (often confidential and sensitive), initiating follow up action to ensure that deadlines are met, drafting correspondence and document preparation.Diary management and scheduling (including travel) for multiple people.Maintaining membership records and membership databases including membership details, payments, payment exceptions, loans and rebates.Support the business accountant with the organisation's financial functions including the oversight of accounts payable, accounts receivable and financial audit process to ensure financial statements and records are accurate and compliant.Contribute to the development of, monitor, implement and evaluate administrative processes, practices, systems and procedures to optimize efficiency and support the achievements of quality outcomes for our strategic goals.Research and prepare advice, information and reports on policy, planning and operational matters to facilitate informed decision making and planning.Coordinate the administration of contracts and management of vendors and suppliers ensuring compliance with policies and procedures to ensure sound contract management practices.Management of property, including management of commercial leases, ensuring all assets are leased, maintained, serviced and replaced as required.Assist in the management and updating of the business web and social media content.Oversee the efficient administration and operation of the business's computers, software, email systems, web and ensure that the integrity and back up of all computer records are protected.Prioritise phone calls, e-mails, and correspondence including communication between office staff, executives, and membership.Related services to contribute to smooth business operations. Meetings: Ensure all meetings are held in compliance with the Constitution, Associations Act and any relevant legislation, Act's or Branch Rules.Coordination of executive meetings, prepare meeting agendas, including gathering relevant information, documentation, and recording of the meeting minutes.Follow up on action items as required from the meeting minutes. Coordination of major events and the Annual Conference, with a focus on: Sourcing and liaising with venues, audio and visual companies, staging companies, catering, entertainment, guest speakers, panellists, presenters, hire companies, and suppliers for the conference, dinners and networking events.Sourcing and management of accommodation, travel, transportation and gift packs in line with current sponsorships and partnerships for delegates at the Annual Conference.Sourcing and management of guest speakers, panelists and presenters. Essential Criteria: Completion of police union governance training (or equivalent).Experience in providing executive, secretariat and administrative services at a senior level.Demonstrated experience in contract administration including preparation of specifications and related documentation.Experience in developing and implementing compliance policies and procedures in the workplace.Proficiency in using the following software programs – Word, MYOB, Excel, PowerPoint, CRM Data Base and Web Content Management.Sound interpersonal skills with demonstrated ability to communicate with stakeholders at all levels.Team player mindset and flexibility in approach.Sound organisational skills and ability to work under limited supervision and to tight deadlines.Professionalism, demonstrated confidentiality and sensitivity to the types of issues that may occur to members of the Association.Knowledge and understanding of policies and principles relating to equal employment opportunity programs and occupational health, safety and welfare. #J-18808-Ljbffr