Executive Assistant to The Managing Director

7 months ago

Kingsford, Australia In The Deep Swim School Full time

**EXECUTIVE ASSISTANT TO THE MANAGING DIRECTOR - CASUAL - ONE DAY A WEEK**

**About Us**:
In a country surrounded by sea, we love helping big-hearted, laugh-loving, down-to-earth, community-minded families pass on their love for the water to their young ones.

With kids at the heart of why we do what we do, we seek a culture of high standards within a relaxed and fun vibe.

Does the thought of joining a passionate community dedicated to impacting the lives of children and families around the world inspire you? Then we should talk

We’re looking for an Executive Assistant to support our Director in ensuring the ease of operation and growth of our swim school.

**About the Role**:
As the Executive Assistant to the Managing Director, you will play a pivotal role in supporting the day-to-day operations and strategic initiatives of In The Deep Swim School. You will act as the right hand to the Managing Director, handling administrative tasks, coordinating projects, and facilitating communication within the organisation. This role offers an exciting opportunity to contribute to the success of a mission-driven organisation while gaining valuable experience in administrative and operational functions.

We estimate this role will involve either working one full day per week or two part days alternately each week.

**Responsibilities**:

- Manage invoices, including categorising, tracking expenses, and processing payments for bills and services.
- Maintain the Managing Director's calendar, scheduling appointments, meetings, and events as required.
- Handle booking arrangements for meetings and events, coordinating logistics to ensure smooth execution.
- Conduct software analysis to evaluate the effectiveness of existing tools and recommend improvements or alternatives as needed.
- Assist in developing and maintaining a training schedule for staff, ensuring compliance with certification requirements and skill development objectives.
- Provide project management support, including coordinating tasks, monitoring progress, and following up on action items to ensure timely completion.
- Take meeting notes and follow up with participants to document decisions, action items, and next steps.
- Manage finance documents, including budget reports, expense tracking, and financial statements, ensuring accuracy and compliance with established procedures.
- Communicate with team members to follow up on project progress and outcomes, facilitating collaboration and accountability.

**Requirements**:

- Flexibility to work either one full day per week or two part days alternately each week, with availability to adjust within the specified hours as needed.
- Completion of Certificate III or Certificate IV in Business Administration or a relevant degree such as Bachelor of Business Administration.
- Minimum of five years of work experience as an executive or personal assistant.
- Demonstrated problem-solving abilities.
- Strong organisational skills with a keen attention to detail.
- Excellent communication skills, both verbal and written.
- Ability to take initiative and effectively collaborate both independently and within a team.

**What we offer**:

- Competitive pay rates.
- Opportunity to work in a dynamic and rewarding environment.
- Regular team-building activities and social events to foster teamwork.
- Ongoing support for professional growth and personal well-being.
- Contribution to a positive and supportive team culture.
- Free Gym Membership

**Job Type**: Casual

**Benefits**:

- Employee mentoring program
- Gym membership

Work Authorisation:

- Australia (preferred)

Work Location: In person

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