Executive Assistant

7 months ago

Burwood East, Australia RSPCA Victoria Full time

**_Work for Victoria’s leading animal welfare charity and help us end cruelty to all animals_**:

- **_ Partner with and provide support to the Head of Operations & Head of Prevention in planning, prioritising and managing work responsibilities._**:

- **_ Full time position available at our Burwood East site_**

**About RSPCA Victoria**

RSPCA Victoria is a non-government, community-based, not-for-profit organisation whose vision is ‘ending cruelty to all animals’. We are Victoria’s best-known and most respected animal welfare organisation.

Our organisation’s purpose is to work with the community to achieve outstanding animal welfare through education, advocacy, and animal care and protection. RSPCA Victoria’s values - clarity and accountability, respect and consideration, and expertise and collaboration - set clear expectations for all our staff and volunteers.

**About the Role**

The Executive Assistant is responsible for providing high level, confidential, efficient, and professional administrative and executive support to the Head of Operations (HOO) and Head of Prevention (HOP).

**Duties and Responsibilities**
- Partner with and provide support to the Head of Operations and Head of Prevention in planning, prioritising and managing work responsibilities, including but not limited to:

- Maintain and coordinate an effective calendar and filing system, ensuring the HOO and HOPs competing demands are effectively managed.
- Liaise and communicate with key stakeholders, including external agencies (such as DEECA and Local Government Councils), other animal welfare organisations and rescue groups, ensuring excellent public relations and customer service;
- Draft correspondence, reports and briefing notes on behalf of the HOO and HOP, including board reports and statistical evaluation of the Operations departments performance and key metrics; ensuring appropriate record keeping and document control procedures are followed;
- Prepare and coordinate responses in relation to complex issues or complaints on behalf of the Operations team, ensuring that correspondence is reviewed by the appropriate prior to being sent.
- Assist the HOO and HOP in the development of the annual budgets and support the Operations Leadership team in the development and coordination of their business plans.
- Assist the HOO and HOP in maintaining effective working relationships with the internal and external stakeholders.
- Act as a back up for the Local Government Administrator and support the coordination and writing of local government tenders.
- Contribute to the management and implementation of projects and continuous improvement initiatives to improve the effectiveness and efficiency of Operations and Prevention departments.
- Provide the Operations and Prevention Managers with administrative support and coordination as required, including the collation or preparation of documentation, ordering supplies, diary management, travel arrangements, meeting preparation and administering the appropriate decision-making process.

**What we are looking for from you**
- ** Ability to work on site at our Burwood East head office on a full-time basis.**:

- Previous experience in a similar role that provided professional, advisory, research and administrative support services to an executive level position in a medium-large complex organisation.
- High level secretarial experience with the ability to undertake research and analysis and the ability to draft complex correspondence, briefing papers, and reports.
- Excellent interpersonal, communication and community engagement skills to ensure effective collaboration across multiple stakeholders.
- Applied knowledge of and proficiency in administrative and organisational systems and processes, combined with the ability to develop and implement continuous improvements.
- High level literacy, numeracy, and problem-solving skills, including intermediate computer skills (including use of Microsoft Office Excel, Word, and PowerPoint).

**_
Highly desirable_**
- Bachelor’s degree or equivalent in Business or similar field
- Previous experience working in the not-for-profit sector would be desirable.

**Recruitment Requirements**
- Willingness to undergo a National Police Check.
- Valid and current driver’s license.

**What we can offer you**
- Encouraged work-life balance and a broad range of leave entitlements, including annual leave, personal leave, additional leave (6 days per year pro-rata), purchased leave, paid parental leave, study leave and paid family and domestic violence leave.
- Recognised by Mental Health First Aid Australia, as an advanced workplace - Access to a range of mental health and wellbeing supportive initiatives, including confidential counselling services and education programs.
- Generous discount on products and services, including Royal Canine pet food, Hush Puppies footwear and RSPCA Victoria retail and vet clinic products / services.
- Salary packaging

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