Executive Assistant & Office Manager

CEO · Sydney, New South Wales
Department CEO
Employment Type Full Time
Minimum Experience Experienced
  • Join an independent international development organisation that works to reduce poverty for children in developing communities
  • A permanent, full-time role based in Surry Hills, Sydney
  • ChildFund Australia encourages flexible working arrangements and hybrid working models—work from home up to two days per week


ChildFund Australia is an independent international development organisation that works to reduce poverty for children in developing communities. We partner to create community and systems change which enables vulnerable children and young people, in all their diversity, to assert and realise their rights.


ChildFund Australia is a member of the ChildFund Alliance – one of the world’s oldest and most experienced child-focused development agencies. With a global network of 11 organisations, the ChildFund Alliance assists nearly 23 million children and families in 70 countries around the world.



PURPOSE OF THE POSITION

As the Executive Assistant & Office Manager, you are responsible for improving organisational leadership and management by providing effective administrative assistance to ChildFund Australia’s Chief Executive Officer (CEO) and Executive Team (ET), and by improving the efficiency of ChildFund Australia’s Sydney office by coordinating and managing office functions.


KEY DUTIES

  • Provide Executive Assistance to the CEO, including but not limited to diary management; domestic and international travel and accommodation arrangements; drafting, editing, and formatting correspondence and presentations; and screening mail, email, and phone enquiries
  • Provide Executive Assistance to the Sydney Executive Team and overseas colleagues when required
  • Support the Board of Directors with information, travel, and appointments as necessary
  • Prepare agendas for Board, committee, and management meetings; attend meetings (after hours as required); and produce and distribute minutes and action items
  • Update and maintain online files
  • Arrange staff meetings and social events, utilising online platforms where necessary and across multiple-time zones
  • Prepare budgets, and reconcile monthly credit card statements for CEO and office expenditure
  • Perform project work and other ad hoc duties as necessary
  • Manage the smooth running of the Sydney office; liaise with the strata manager, tradespeople, and suppliers; oversee meeting room and garage bookings
  • Maintain office supplies, stationery, and amenities
  • Promote and integrate gender equality, disability, and social inclusion into day-to-day work

 

QUALIFICATIONS & EXPERIENCE


  • Demonstrated experience working as an Executive Assistant at a senior level (C-suite minimum)
  • Relevant tertiary qualification in a business administration related discipline and/or extensive experience in a senior administration role
  • Track record liaising with senior internal and external stakeholders
  • Track record in project management
  • Excellent verbal and written communication and interpersonal skills
  • Experience managing office filing systems
  • Proficiency in the use of standard software applications


DESIRABLE


  • Experience in the International Development/NGO sector
  • Experience in event management


SKILLS


  • Excellent organisational and multi-tasking skills, with the ability to coordinate a varied range of activities and relationships
  • Remains calm and effective under pressure, manages competing priorities and meets deadlines
  • Excellent stakeholder manager, able to work with people from different backgrounds, meeting diverse expectations and requirements
  • Flexible and responsive, motivated, and able to work autonomously
  • Demonstrated initiative, problem solving and decision-making skills
  • Excellent attention to detail


Department: CEO

Location: ChildFund Australia, Level 8, 162 Goulburn Street, Surry Hills NSW 2010

Employment: Full time

Reports to: CEO

Other Information: Must have full working rights in Australia.


Posted: Friday 9 September, 2022


Closing date: Sunday 25th September, 2022


For more information about the role, please contact hr@childfund.org.au



ChildFund Australia believes in a global community where children are safe and can reach their full potential. We take extensive steps to safeguard children in any work done by our people, i.e., our staff, volunteers and interns, supporters, partners, board members, ambassadors and suppliers. We strive to keep children safe through child safe practices, and rigorously ensure we prevent, oppose, and combat all exploitation and abuse of children and vulnerable people. As part of this commitment, all people working with us will undergo relevant background checks before joining ChildFund Australia.


In line with our values, diversity of people and ideas is critical to our work and our success at ChildFund Australia. We strive for a team culture that is welcoming, inclusive, and supportive. Childfund is an Equal Employment Opportunity (EEO) employer and strongly encourages people from all backgrounds, abilities, and identities to apply for any vacancies.

Thank You

Your application was submitted successfully.

  • Location
    Sydney, New South Wales
  • Department
    CEO
  • Employment Type
    Full Time
  • Minimum Experience
    Experienced