Executive Assistant
2 months ago
**The Organisation**
We believe good evidence and effective implementation have the power to solve our most pressing social problems. We are passionate about using our expertise to work with policy makers, practitioners and organisational leaders and funders to effectively use evidence to change lives for the better. We are an independent, not-for-profit organisation motivated by our mission to improve the lives of children, families and communities facing adversity. Our work can be summarised in four key areas:
- **Making sense of the evidence**: We are experts in accessing, synthesising and analysing high quality research to provide insights into what the evidence says is effective.
- **Effectively implementing evidence in practice**:Evidence needs to be put into practice to make a difference. We use our expertise in implementation science and practice and program design to identify ways to increase the uptake of research findings into routine practice.
- **Trialing, testing and evaluating**: We use rigorous methods and tools to trial, test and evaluate policies, practice and programs to ensure they are delivering the best possible outcomes for the communties they serve.
- **Building cultures for evidence use**: We focus on making change in the real world. We put a strong emphasis on using our skills in implementation science to strengthen the uptake of evidence.
**The Role**
Based out of our Melbourne office the Executive Assistant will work closely with the Executive Director and three Australian based Directors, to provide day-to-day administrative support for a professional team, internal and external coordination of important projects and extensive stakeholder management. The role is critical in the delivery of essential projects with tight timeframes and is an integral part of ensuring Centre operations and business activities run smoothly. The Executive Assistant delivers administrative duties with accuracy and speed, has good time management skills, and can effectively support a diverse range of projects.
**Key Accountabilities**
Working closely with the Executive Director and leadership team the primary role of the Executive Assistant is to provide complex diary management for the Executive Director and three Australian Directors and day to day administration support. The role interacts with a variety of senior stakeholders across government, philanthropy and business from Australia, Asia, and Europe.
As a global organisation, with flexible work arrangements there will be at times an expectation that work, and meetings will be conducted outside regular business hours.
Under the direction of and supported by Director(s), the Executive Assistant will have the following key areas of responsibility:
**Executive Assistant Support**
- Provide complex diary management for Executive Director and three Australian Directors; organising meetings, collating, and distributing meeting papers and booking meeting rooms.
- Act as the point of contact between the Executive Director, Leadership team and internal or external stakeholders
- Coordinate and manage complex domestic and international travel, including visas, accommodation, and itineraries; organise local meetings and coordinate on-ground itinerary; collaborate with Executive Assistants in other offices.
- Act as a point of contact between Executive Director, internal, and external stakeholders; build and maintain collaborative relationships with clients and colleagues.
- Organise calendar for, draft agenda for, attend, and take minutes of key Executive Director meetings and, when required as cover, global leadership, management, and staff meetings. Follow up on action items.
- Manage confidential and sensitive information with discretion; assist with management of office events and client functions.
**Board Administrative Support**
- Liaising with stakeholders to schedule Board meetings for the year.
- Overseeing the drafting of the agenda alongside the editing and collation of Board papers
- Coordinating induction and travel of Board Directors
- Coordinate board minutes and action items ensuring they are actioned as per requirements.
**Administrative Support**
- Coordinate and provide support to business development activities (supporting Australia leadership), e.g., compiling tender documents.
- Assist in proofreading and formatting reports, presentations, and proposals within CEI’s templates.
- Liaise with Directors to ensure accurate and timely use of Mavenlink system to track time and manage projects.
- Ensure day-to-day efficient operation of the Centre, coordinating internal and external events, e.g., conferences, webinars, and in-house events.
- Reconciling and acquitting monthly credit card statements for staff
- Coordinating interstate and international Centre visitors, planning office social events, celebrations, farewells, and holidays, staff holiday gifts.
- Contribute to building and maintaining a strong culture and team environ
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