Executive Assistant to The Director of Catholic

6 months ago

East Melbourne, Australia MACS Full time

Position Description

Executive Assistant

About MACS

Melbourne Archdiocese Catholic Schools Ltd (MACS) aims to deliver an outstanding Catholic education that equips young people with the knowledge, skills, and optimism to go forward, live meaningful lives, and to enrich the world around them. MACS, the largest Catholic school employer in Australia, owns and operates approximately 300
Catholic schools in the Archdiocese of Melbourne, and is supported by a central enterprise function, of over 600 staff members.

The MACS Strategic Plan (MACS 2030: Forming lives to enrich the world) presents a challenging and inspiring vision of the educational experience that MACS seeks to provide for students in MACS schools. MACS’s Strategic Plan outlines the vision, the mission of Catholic schools in the Archdiocese, and the major objectives for MACS over the months and years ahead. Our organisational values of Integrity, Respect and Excellence require a commitment from all MACS employees to contribute to ensuring we uphold and support the objectives of the organisation.

About the team and role

The Catholic Mission and Identity (CMI) Team collaborates with school leaders and clergy, teachers and parents to support Catholic schools within the Archdiocese of Melbourne in living out their call to be lively communities of
Catholic faith. CMI works with partners to offer rich, deep and varied learning experiences that enable the faith formation of all members of the school community; as well as enabling paths of Christian discipleship for the contemporary learning environment; and develops high quality resourcing for excellence in Religious Education. The
CMI team’s primary objective is the forming of lives of faith, hope and love in the light of Jesus Christ.

The Executive Assistant will provide support to the Director, Catholic Mission and Identity. They will deliver consistent, timely, accurate, and high-level administration and office support, including diary and information management.

Position Title Executive Assistant

Reports To Director, Catholic Mission and Identity

Directorate Catholic Mission and Identity

Direct Reports N/A

Key responsibilities of the role
- Manage the diary, including the preparation of daily schedules and any documentation and pre-reading material in a timely manner for the Director, Catholic Mission and Identity.
- Liaise with internal and external stakeholders to coordinate and attend meetings with the Director, Catholic

Mission and Identity, including the Catholic Archdiocese of Melbourne, tertiary institutions and church agencies.
- Summarise and prepare detailed and accurate agendas, minutes, memos and correspondence in keeping with MACS policy and protocols.
- Coordinate the workflow of documents requiring approval into the office of the Director, Catholic Mission and

Identity.
- Respond as first point of contact to a broad range of incoming enquiries that require an excellent working knowledge of the organisation and the Director, Catholic Mission and Identity priorities and commitments.
- Liaise with staff groups, public and private sector agencies and Catholic Schools to provide timely and accurate advice, information and assistance.
- Assist in preparing briefing and committee papers.

1 | Executive Assistant Position Description
- Perform other duties as assigned within your scope of practice/work.

Key Selection Criteria
- High degree of attention to detail and accuracy in file (paper and electronic) and office management.

Excellent ICT skills with strong competency in the use of Microsoft Office suite (specifically PowerPoint,
Excel, TRIM, Google docs, Outlook diary management and mail merge functionality).
- Sound understanding of the mission and work of the Catholic community in Melbourne.
- Strong capacity to establish and maintain positive working relationships within a team environment, and with stakeholders across levels both within and external to MACS. Ability to develop rapport and identify stakeholder interests to successfully navigate relationships.
- Consistent adherence to maintaining high-level confidentiality and appropriately handling sensitive data.

Good awareness of privacy obligations, policy and procedure.
- Strong ability to liaise internal and external stakeholders with significant experience in coordinating meetings for teams in a complex organization.
- Ability to navigate conflicting demands and priorities with the capacity to self-direct and be responsive to supervision and general direction when it is required.
- Ability to work well autonomously as well as within a team environment.

Skills, qualifications and pre-requisites to undertake the role
Qualifications Qualifications in secretarial or administrative studies.

Previous Experience/s Experience with using enterprise packages preferably Technology One.

Organisational values A commitment to the organisational mission, vision and values of Integrity,
Respect and Excellence and to the et

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