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Executive Assistant to Group CEO
4 months ago
**_There’s something special about spending your days alongside like-minded people, just as committed to purposeful work as you. At Save the Children Australia, we attract bright and big-hearted people who are inspired to make a difference. Together, we are fearless in our pursuit of making lasting change for the children and communities who need it most._**
**Save the Children and 54 reasons**: A place where your purpose matters.
It takes all types of personalities and talents to drive our organisation
- yours included. We value a healthy work-life balance and ensure our people feel connected to each other and our impact. Learn from inspiring people and grow from a connection to our strong local and global networks. From our programs to our support services - this is the place to realise your purpose.
**A place to make a difference**:
Here you’re empowered to make a difference in children’s lives by learning, sharing and collaborating to find new ways to solve problems.
In this full-time, permanent role, you’ll work as a part of our Office of the CEO team in our Melbourne CBD head office to help us create lasting change for children everywhere. The role of Executive Assistant to Group CEO is multifaceted and crucial for the smooth functioning of our organisation in delivering on our vision of a better world for children. Whether it’s providing comprehensive support to the CEO, SCA and subsidiary Boards or ensuring the smooth and efficient operation of the CEO’s office & executive team, you’ll be contributing to our commitment to children in Australia, the Pacific and around the world.
The Executive Assistant is a true partner to the Group CEO. You will make a difference by performing the following duties with initiative and flair, anticipating and staying across what the CEO needs to deliver their best:
- **Diary Management**:
- o As Executive Assistant, you’ll effectively manage the Group CEO’s calendar. This involves working closely with the Chief of Staff (CoS) to prioritise and schedule meetings, coordinate logistics (such as catering and meeting room bookings), and handle last-minute changes to the schedule.
- o Ensuring that the CEO’s time is optimised and well-organised is essential for efficient operations.
- **Meeting Support**:
- o Collaborating with the CoS, you’ll coordinate, prepare, and distribute meeting papers and briefing documents in advance of meetings. This ensures that the CEO is well-prepared for discussions and decision-making.
- o Additionally, you’ll collate Board and Board Committee papers for review and approval by the CEO.
- **Travel Coordination**:
- o Arrange detailed travel itineraries for both domestic and international trips. This includes managing transportation, accommodation, and any necessary visas or documentation for the CEO and CoS, ensuring financially responsible practices.
- o Smooth travel arrangements contribute to the CEO’s effectiveness in representing the organisation locally and globally.
- **Stakeholder Relations**:
- o Support the CEO in building and maintaining positive relationships with stakeholders by establishing your own professional rapport and providing excellent service.
- o Effective stakeholder management contributes to the organisation’s reputation and success.
- **CEO Office Management**:
- o Ensure the smooth operation of the CEO’s office. Promptly address any issues and manage tasks even in the CEO’s absence, collaborating with the Chief of Staff or the executive team.
- o Keeping the CEO’s office running efficiently allows them to focus on strategic leadership
- o Support the Company Secretary to ensure the efficient administration of Board and committee meetings through scheduling meetings, coordinating meeting logistics, preparing meeting materials, maintaining board portals, and faciliating director onboarding and offboarding processes.
**A place to feel valued**:
Your deep expertise as an Executive Assistant or administrator at a senior role in a complex operating environment is invaluable. We recognise your contribution and provide you the support to ensure you can bring your best, knowing here you have the space and opportunity to grow. Bringing your best every day, means having:
- A minimum of 3+ years in a similar Executive Assistant role.
- o Proven experience in proactive diary management and administrative support, preferably at the CEO and Board level.
- o Familiarity with handling high-pressure situations and maintaining confidentiality.
- o Strong interpersonal skills, including the ability to build rapport and maintain positive relationships with various stakeholders. Excellent communication and diplomacy are essential.
- o Ability to coordinate and manage projects effectively. This skill ensures that tasks are executed seamlessly.
- o Proficiency in word processing, spreadsheets, and databases. Technology plays a significant role in modern executive support.
- o Knowledge of Pow
