Executive Assistant

2 months ago

Toowoomba, Australia The Glennie School Full time

The Glennie School, located in Toowoomba, is a leading kindergarten to year 12 Anglican girls’ day and boarding school. Established in 1908, the School has a proud reputation for providing a well-rounded education that enables students to learn, flourish and be happy in all aspects of their lives

**About the Role**:
The Executive Assistant (EA) to the Business Manager (BM) is responsible for the efficient operations of the Business Manager's Office and the provision of high-level confidential, professional, effective, and timely support to the Business Manager.

This is a term-time position with the requirement to work an additional 7 weeks per year for a total of 44 weeks worked out of 52.

**Key Tasks and Responsibilities**:

- Provide assistance and support as required in relation to document collation, including,composing, editing, designing, and formatting documents, and spreadsheets, or completing other administration tasks;
- Assist with confidential correspondence between the school and third parties;
- Provide assistance with administrative arrangements for meetings, School functions, and events, including organising catering;
- Assist with the annual financial audit, collation of documentation;
- Assist with the collation of reporting to various external bodies, such as census data, grant acquittals, and ABS survey data as directed;
- Liaise with relevant staff to conduct research, gathering internal and external data to support grants requests and write grant proposal drafts;
- Manage the coordination of external third-party bookings for use of the school’s facilities;
- Provide tours of facilities in relation to bookings where required;
- Maintain a register of school policies and distribute for review and updating to appropriate staff members where review dates are approaching;
- Maintain and update School policies that relate to the Business Manager’s responsibility areas, including the School Council;
- Provide secretariat support for the Glennie Foundation and other Council
sub-committees or School committees as required; including scheduling meetings, maintaining actions registers, preparing and circulating meeting papers, taking minutes, and communicating with committee members;
- Provide support to Reception when required.

**About you**:

- Excellent communication skills;
- A positive disposition;
- The ability to manage competing priorities and organize multiple tasks in an efficient manner;
- Sound knowledge and use of Microsoft office systems, including Word, Excel, etc.
- Experience in finance administration;
- Self-motivated and proactive;
- Experience providing secretarial support for Committees.

**Experience**:

- Effective interpersonal relationships with staff;
- Demonstrated consistent and high degree of attention to detail;
- Ability to display initiative in the performance of duties;
- Sound knowledge of customer service principles.

**How to apply**:
The successful applicant must be supportive and sympathetic to the ethos of Anglican Schools and must hold a current paid Working with Children “Blue Card” or “Exemption Card”, as appropriate, prior to your commencement date.

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