Personal Assistant

2 weeks ago

Sydney, Australia Ampersand Full time

**Leading not-for-profit organisation**:

- **A 1:1 PA role you can make your own**:

- **Flexible, hybrid working options**:

- **$90,000 + super + benefits + flexibility (WFH)**

One of Australia's largest not-for-profit organisations is seeking a seasoned Personal Assistant to join their collaborative team.

The Personal Assistant (PA) is responsible for providing professional administrative and secretarial support and assistance to a senior executive.

The Personal Assistant plays a critical role in supporting the work of this key position, as well as providing support to the Disaster Recovery Committee Network (DRCN) and assisting with day-to-day administrative operations of the Secretariat office as required.

**You will be responsible for**:

- Organise and maintain the executive’s schedule, including meetings, appointments, and travel arrangements
- Proactively manage calendar conflicts and adjustments as necessary
- Draft and respond to correspondence on behalf of the executive
- Coordinate and schedule internal and external meetings, ensuring all necessary resources and materials are prepared
- Prepare agendas, take meeting minutes, and follow up on action items
- Arrange complex travel itineraries, including flights, accommodations, and ground transportation
- Ensure travel plans align with the executive’s preferences and business requirements
- Manage and organise documents, reports, and presentations, ensuring they are accurate, up-to-date, and readily accessible
- Assist in the preparation and formatting of reports and presentations
- Process and reconcile expense reports in a timely and accurate manner
- Monitor budgetary allowances and communicate any discrepancies
- Developing and maintaining effective working relationships with a range of internal and external stakeholders
- Assess and prioritize tasks, ensuring the executive’s time is optimized for strategic priorities
- Anticipate and address potential issues before they arise
- To be the main point of contact for committee members
- Overseeing Committee meeting and membership records
- Assisting with significant business meeting (major conference style event) every 18 months

**You will have**:

- Minimum 5 years’ PA experience in providing administrative and secretarial support to executive management
- Experience in managing Boards and Committees including highly developed secretariat skills
- Intermediate to advanced computer skills including proficiency in Microsoft
- Qualifications in administration, business or a related field
- Demonstrated diary management experience
- Excellent interpersonal skills, with the ability to build positive relationships with key stakeholders, clients, volunteers, staff and management
- Demonstrated problem-solving skills and the ability to work autonomously as well as within a close team environment
- Demonstrated ability to maintain confidentiality
- Excellent time management and organisational skills
- Excellent report, written and verbal communication skills
- A high level of maturity and ability to exercise discretion in dealing with sensitive information, displaying initiative and a proactive approach to managing workload
- Intermediate to advanced computer skills including proficiency in Microsoft Office programs especially Word, PowerPoint and Excel

This is a unique career opportunity for a passionate Personal Assistant to join an industry leader working with a collaborative, supportive, flexible (opportunity to work from home - hybrid arrangement) team within a reputable organisation.

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