Executive Assistant to State President and Company

4 months ago

Box Hill, Australia St Vincent de Paul Society Full time

**Executive Assistant to State President and Company Secretary**
- Provide executive assistance to State President and Company Secretary.
- Proficiency in minute taking, inbox and diary management, and coordination.
- Competitive Salary + Tax reducing Salary Packaging.

**About St Vincent de Paul Society**

We are the St Vincent de Paul Society Victoria or, more fondly, Vinnies Victoria. For more than 170 years, we have been providing practical and compassionate support to people across Victoria whose daily struggles can include putting food on the table, paying essential utilities, and ensuring their children remain at school to obtain an education.

**About the Role**

The Executive Assistant is responsible for providing high level administrative and support to the State President, Company Secretary, State Council and State Council committees.

This includes managing State Council events, including agenda preparation with the State Council President, completing high quality minutes, as well as assisting the Company Secretary in the preparation of board reports, while meeting key governance obligations and collection of information from stakeholders.

This position supports the State President and the Company Secretary with their inbox and calendar management, scheduling appointments, handling correspondence, preparing presentations, and coordinating travel to ensure the operational effectiveness of the State President and the Company Secretary to enable the Society to fulfil its mission.

**Responsibilities**:

- Plan, co-ordinate and arrange monthly State Council meetings, which includes support to establish the agenda, attend monthly Saturday morning State Council meetings,take quality minutes, and follow up on action items.
- Prepare and distribute meeting agendas, minutes, reports and presentations for State Council Committee meetings and organisational events.
- Manage the State President’s and company Secretary’s diaries and calendars, including scheduling appointments, confirming travel arrangements, and tracking expenses.
- Act as the primary point of contact for internal and external stakeholders, exercising professionalism, diplomacy, and discretion.
- Answer and screen phone calls and direct them to the appropriate person or department.
- Foster effective communication and collaboration between the State President and internal teams, ensuring alignment with organisational goals.
- Serve as a liaison between the State President and external partners, donors, and supporters, whilst maintaining positive relationships and fostering goodwill.
- Serve as a liaison between the Company Secretary and board directors, committee members and internal stakeholders, whilst maintaining positive relationships and fostering goodwill.
- Coordinate travel arrangements, including booking flights, accommodation and logistics for the State President.
- Collate and compile data to assist in the preparation of board reports and distribute accordingly.
- Assist in meeting key Not-for-profit (NFP) governance obligations i.e. updating ACNC portal lodgement.
- Coordinate with other departments and staff members to gather information, facilitate decision-making, and implement initiatives.

**The Person**:

- Excellent organisational and time management skills with the ability to manage multiple priorities and meet deadlines.
- Exceptional verbal and written communication skills, with strong attention to detail.
- Strong interpersonal skills, ability to work collaboratively and build relationships.
- Proficiency in using productivity tools, such as Microsoft Office suite (Word, Excel, PowerPoint, Outlook).
- High level of professionalism, integrity, and discretion when handling sensitive information.
- Familiarity with the non-profit sector and an understanding of its unique challenges and opportunities. Ability to take confident and sensible approach to tasks and be able to develop effective working relationships with a wide range of people within the Group.Knowledge of Board portals like Diligent desirable.
- Ability to work independently and as part of a team.
- High level of discretion and ability to display initiative.
- Discreet and ability to maintain confidentiality.
- Prepared to vary normal working hours including weekends and evenings to facilitate work of the State Council and the Company Secretariat.

**Why work for us? We offer**:

- Salary packaging, sometimes called salary sacrificing, is a huge attraction here It is a popular way of providing employees in the community sector with tax benefits over and above their salary. It means the real value of a salary package can be significantly higher than the nominal value.
- We like to have a laugh and you will always find some sort of chocolate or cake in our work areabe prepared
- We make an incredible difference in the lives of over 300,000 people every year.
- We offer a place where you know you are contributing to an organisation committed to helping o

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