Executive Assistant to The Chief Executive Officer

3 weeks ago

Melbourne, Australia Catholic Education Commission of Victoria Full time

**Position Description
**Executive Assistant to the
**Chief Executive Officer**_ _**
**A bout Victorian Catholic Education Authority (VCEA)**
VCEA is the peak body for Catholic education in Victoria. Established in 1973 by the Archbishop of Melbourne and the
Bishops of the Ballarat, Sale, and Sandhurst dioceses, it was incorporated in 2006 and acts as the voice of Catholic
e** **ducation in State and national matters.
R** **eceives and distributes funding from state and federal governments for Catholic schools, provides strategic leadership and planning, and ensures proper governance in Catholic education statewide. It is responsible for sector leadership in
education integrity and governance and has a Memorandum of Understanding to act as a Review Body for Catholic
s** **chools with the Victorian Registration and Qualifications Authority (VRQA). As a Review Body, supports, reviews, and
monitors the compliance of Catholic schools with all registration, reporting and other requirements under relevant laws.

**W hy work with us**
As the peak body for Catholic education in Victoria, VCEA provides employees an opportunity to help shape the future of
Catholic educa**_ _**tion across th**_ _**e state. VCEA offers flexible working, a central city office location, competitive remuneration
with generous benefits (including tax-advantageous salary sacrifice options), and opportunities for career development
and progres**_ _**sio**_ _**n. These benefits**_ _**combine with our commitment to work life balance to make VCEA an employer of choice.
**About the role**
The Executive Assistant to the Chief Executive Officer provides administrative support including executive and secretariat
support, contract management and assisting with the preparation of correspondence, briefing papers, presentations, and
other documentation. They will support the Chief Executive Officer and contribute to the smooth functioning of the Office
of the Chief Executive Officer and the broader organisation, using their initiative, attention to detail, and ability to build
and maintain positive working relationships.
Due to the high level of support the CEO requires, this role is based onsite daily.

**Position Title** Executive Assistant

**Reports to **Chief Executive Officer (CEO)

**Direct Reports **N/A

**Key responsibilities of the role**:

- Respond as first point of contact to a broad range of incoming enquiries that require an excellent working knowledge
- of the organisation and the priorities and commitments of the CEO.
- Liaise with staff groups, public and private sector agencies to provide timely and accurate advice, information, and
- assistance.
- Coordinate the workflow of documents into and emanating from the Office of the CEO and coordinate the monitoring
- and progression of projects of the Office of the CEO.
- Coordinate committee meetings, including preparing agendas, arranging venues and logístical support, and
- distributing papers and minutes in accordance with agree schedules and timelines.
- Attend and take minutes of committee meetings, liaise with key stakeholders to coordinate presentations, guest
- speakers and committee reports, prepare correspondence relating to meeting outcomes and follow up on actions.
- Provide secretariat services for portfolio meetings, relevant VCEA committees and other forums as required.
- Assist with the preparation of correspondence, briefing papers, presentations, training programs and policy
- documentation.
- Coordinate the process and practice for effective record-keeping in accordance with VCEA record-keeping protocols.
- Manage the CEO’s calendar and appointments, including the preparation of daily schedules and sending of all
- documentation and pre-reading material in a timely manner.
- Other duties as determined by the Chief Executive Officer.

PD00002 - Executive Assistant to the Chief Executive Officer - August 2024

**Key selection criteria**:

- Organisation: Excellent ability to liaise and coordinate with various staff groups, and external private and public

sector agencies, including Church agencies. Significant experience in coordinating meetings for senior leadership in
a complex organisation.
- Initiative and problem-solving: A high degree of flexibility when managing conflicting demands and priorities. Ability

to self-direct where appropriate, remaining proactive whilst agile in response to the changes of a dynamic working
environment.
- Interpersonal Skills: Strong capacity to establish and maintain positive working relationships within a team

environment, and with stakeholders across levels both within and external to VCEA. Ability to develop rapport and
identify stakeholder interests to successfully navigate relationships.
- Communication: Excellent written and verbal communication, and listening skills, with a high degree of

professionalism and manner when communicating in writing and verbally.
- Governance: Proven experience in the preparation of committee ma

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