Executive Assistant to Chief Executive Officer and

3 weeks ago

Box Hill, Australia Sexual Health Victoria Full time

**Position Title **Executive Assistant to Chief Executive Officer and Executive Directors

**Position Status **Permanent Full Time

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

**Department **Office of the CEO

**Location **Box Hill (Action Centre as required)

**Direct Reports **Nil

**Award & Classification **Health Professionals & Support Services Award 2010

**Date Reviewed **28 April 2021

**Next Review Date **10 April 2023

**POSITION PURPOSE**

This position provides highly skilled, professional executive support to the CEO, Executive Directors and
the Board in a dynamic environment where multi-tasking, responsiveness, a high level of attention to
detail, accuracy and exceptional organisational skills are a core requirement.

To develop and maintain strong and effective working relationships within SHV, particularly with the
Executive, Board and external stakeholders.

**SPECIFIC ACCOUNTABILITIES**

Include but are not limited to:

- Prepare, coordinate and organise all documentation and arrangements including but not limited to,

Board meetings and reports and sub-committee meetings, minutes, agendas, presentations, and
minute taking.
- Prepare and distribute Board papers and related documentation.
- Provide comprehensive support for the CEO, Executive Directors and other senior managers as
- Produce high quality correspondence, reports, graphs, and related documents as

requested/required.
- Maintain document control processes including updating of registers, formatting, finalising, and

uploading of organisational policies and protocols
- Schedule and screen appointments and meetings for the CEO and other senior managers as

requests, to maximise efficiency.
- Ensures the CEO has materials, reports and relevant information required for meetings and

appointments.
- Coordinate travel and related arrangements for the CEO and other senior managers as needed.
- Facilitate visits from external stakeholders ensuring parties are properly briefed and have all

relevant documentation.
- Pro-actively organise, oversee, and coordinate tasks associated with the preparation and follow up

of the Annual General Meeting, corporate events and committees, taking ownership for a quality
outcome, accuracy and attention to detail.
- Identify opportunities to improve and/or streamline systems and processes for improved

organisational effectiveness.
- Act as the point of contact/liaison for facilities maintenance and security management, including

but not limited to access codes and password register.

**Other ad-hoc tasks**
- Participate in ad hoc tasks and** **projects as assigned from time to time.

Page 2 of 3

**EXPERIENCE / QUALIFICATIONS**

**Experience Qualifications**
- Extensive experience providing support at EO / Board / Executive level
- Concise understanding of governance structures and processes within

a board or organisational secretarial support.
- Demonstrated achievement within a similar role
- Ability to demonstrate strong administrative and organisational skills
- Sound background in document presentation, attention to detail,

precision, and accessibility
- Highly developed professional and customer focused approach
- Sound background in problem solving and taking initiative

Tertiary qualification in
Business Administration or
equivalent (desirable)

Valid national criminal police history check required

Valid Working with Children registration required/desirable

**SKILLS**

Excellent time management skills Outstanding verbal and written communication skills

Excellent stakeholder engagement skills and the

ability to work collaboratively with a broad range of

interest groups including internally and externally

Well-developed organisational skills

Ability to multi-task and prioritise tasks High level of responsibility and accountability within

SHV

Have a collaborative working style while

maintaining a high level of confidentiality

Demonstrated integrity in all dealings - across all

stakeholder engagement

**NOTES**
- Statements included in this position description are intended to reflect in general the duties and

responsibilities of this position and are not to be interpreted as being all-inclusive. The Company may
require you to undertake additional responsibilities or work in other areas to those outlined in this position

- _Diversity & Equal Opportunity _

SHV is committed to providing respectful, inclusive services and work environments where all individuals
feel accepted, safe, affirmed and celebrated. With our commitment to embracing diversity and eliminating
all forms of discrimination in the provision of reproductive and sexual health services, we welcome all
people irrespective of cultural or linguistic background, sexual orientation, gender identity, intersex status,
religion or spiritual beliefs, socio economic status, age or abilities.
- A statutory requirement of every role requires that you ensure awareness and compliance with all

legislation that impacts your work

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