Executive Assistant

**Job no**: 499214

**Work type**: full time

**Location**: Sydney

**Categories**: Personal Assistants and Executive Assistants

**About Avant**

Avant is Australia’s leading medical defence organisation with a proud heritage of protecting Australian medical professionals for over 125 years. It was established by a small group of doctors in 1893, who wanted to “protect themselves from actions arising out of the practice of medicine”.

Avant now represents over 82,000 health practitioners and medical students across every state and territory, delivering market leading products and services to meet their professional, personal and practice needs. Building on this heritage, our vision is to be the most trusted professional partner in supporting doctors throughout their lives and careers.

As a mutual organisation, owned by members and run purely for their benefit, our members are at the centre of all we do. As well as providing products and services to our member, we play a broader community role by advocating for improvements in the healthcare system and in quality, safety and professionalism in medicine, through delivering education and research activities.
The commitment to members and the profession from our 450 staff has resulted in over 50% of Australia’s doctors choosing to be Avant members, delivered annual revenues of $350 million and net assets of $2 billion.

**About the role**:
The core purpose of the Executive Assistant is to support the Chief Risk Officer by performing:

- Secretarial and broad administrative duties, including inbox and calendar management, document drafting, communications, and travel management/coordination, which contribute to effective operations of the executive and wider Group Risk Management business.
- Office Management - including event management, client liaison, stakeholder management, and supplier management.
- Special projects - involve delivering initiatives that support the divisional and requires problem soliving and working independently.
- Personal duties in support of the Chief Risk Officer and the Group Risk Management division.

**Key Responsibilities**:
Diary management, timing for meetings, delivery and cut-off times, taking minutes, preparing agendas and follow-up action items:

- Manage the Executive or Senior Leader’s available time spent on critical activities including meetings.
- Keeping calendars up-to-date, tracking staff movements and understanding the priorities and optimally managing the calendar to align with these.
- Ensure that meeting dates are set with clear agendas and understood by all stakeholders.
- Prepare and distribute meeting minutes, ensuring action items are distributed and followed-up.
- Understand delivery times and deadlines and follow-up with managers and other stakeholders.

Administrative duties, including collating board reports, drafting documents, proof reading, preparing presentations, travel booking and reconciliation of credit card expenses:

- Undertake administrative tasks to ensure quality, accuracy and timeliness whilst ensuring adherence to internal policies and procedures.
- Manage Board and Committee papers and agendas as required: preparation, editing and collation of papers.
- Expert input to presentations and correspondence whilst ensuring accuracy and following brand guidelines
- Organise travel and accommodation.
- Collate invoices, prepare monthly expense reports for CRO.
- Filing and archiving documents.
- Coordinate administrative tasks in relation to recruitment and onboarding: RAF, new employee set up.
- Organise team events and social activities such as monthly birthday celebrations, team lunches and dinners, off-sites, catering and venue hire as required.
- Keeping the intranet up to date for the division or as requested.
- Undertake any other administrative or support activities as required.

Work with sensitive information and maintain confidentiality:

- Interactions with external clients or stakeholders and colleagues treated with appropriate confidentiality and sensitivity:
Monitor and record progress of departmental projects and initiatives:

- Produce and/or review reports, correspondence/research and presentations.
- Follow up on various project status/outstanding projects.
- Co-ordinate and/or support Divisional initiatives as agreed.

Establish key relationships (internal and external) and work effectively with other divisions of Avant, in particular: EA network, Finance, CIO, People & Culture and Office Services:

- Understanding of internal workings and responsibilities to assist in deliverables.
- Working with the EA network to achieve optimal outcomes.
- Be the first point of contact for the Group Risk Management business.

Contribute to the business goals and objectives and provide input as needed:

- Input and assistance provided in the development and implementation of departmental business plans and initiatives.
- Professional ethics and standards maintained, and assistanc