Executive Assistant to The CEO

Supportive Christian Culture
- Bayside Location
- Permanent Full time position

**THE POSITION**

The support of a well organised, adaptable, collaborative and technically skilled Executive Assistant who shows initiative and is an excellent communicator is fundamental to the success of the CEO and Executive Principal.

The Executive Assistant at Moreton Bay College and Moreton Bay Boys’ College is the most senior administrative staff member at both Colleges. This role will support the CEO and Executive Princial and other senior members of the Executive Leadership Team.

The successful applicant will show strong verbal and non-verbal communication skills. They will have exceptional time management and organsiational skills and ideally have previous experience working in a similar role working one on one with someone at a senior level, as well as supporting multiple senior executives.

All staff need to be supportive of the values, Christian ethos and Ethical Statement of these Uniting Church Colleges.

Please note that this position description:

- can alter with changes in the roles and responsibilities of the position;
- will be used as a framework for performance review and development.

Further Information

**KEY RESPONSIBILITIES**
- The duties and responsibilities of the EA include:_

**Communication**
- Present a welcoming and positive office demeanour to all contacts at both Colleges and actively contribute to the development of a shared culture across the two Colleges.
- Work collaboratively and consultatively on a daily basis with key stakeholders
- Ensure that the CEO and Executive Principal is able to work efficiently at both Colleges.
- Liaise with Board Members, Executive, Senior Management, teaching, administration and support staff.
- Liaise with and direct enquiries to the Principals and other members of the MBC and MBBC Senior Leadership Teams, especially in the CEO and Executive Principal’s absence.
- Deal positively with all other stakeholders including parents and other staff members to ensure that their enquiries/concerns are addressed and, where appropriate, respond to enquiries on behalf of the CEO and Executive Principal within authorised levels of knowledge.
- Attend to all correspondence including confidential correspondence as directed.
- Maintain confidentiality with all aspects of the role.

**Office Management**
- Manage and maintain the CEO and Executive Principal’s electronic appointment diary across the two Colleges, liaising with other administrative staff as needed.
- Manage the processing and filing of meeting agenda, correspondence, supplementary material for meetings, papers, reports and other correspondence.
- Maintain and review procedures for systematic retention, protection, retrieval, transfer, and disposal of records.
- Provide confidential support to members of the Executive Leadership Team as required.

**Documentation**
- Maintain accurate records and files.
- Ensure all required documentation for appointments and meetings is available.
- Prepare and distribute meeting agenda and associated paperwork and take meeting minutes as required.
- Prepare correspondence and reports, speeches and other printed material as required.

**Event Management**
- Manage events organised through the CEO and Executive Principal’s office including venue bookings, participant advice, catering and resources.
- Arrange programs, events, meetings or conferences by booking facilities, catering, issuing information or invitations, co-ordinating speakers, formulating guest lists and controlling event budget.
- Prepare invitations and receive RSVPs to and from Board Members and other special guests to particular College functions.
- Other duties commensurate with the overall purpose of the position which the CEO and Executive Principal may require from time-to-time.

In brief, the Executive Assistant is expected to be able to respond competently and appropriately on behalf of the CEO and Executive Principal.

**SKILLS AND ABILITIES**
- It is desirable that the Executive Assistant has:_
- Very strong inter-personal skills with the ability to be tactful, diplomatic and collaborative.
- High level communication skills - written, aural, technical.
- The ability to work effectively as part of both Colleges’ administrative team.
- The ability to work autonomously, prioritise work and deliver to deadlines.
- High regard for confidentiality, reliability and integrity.
- Advanced organisational, management and record keeping skills.
- Advanced skills in the use of the Microsoft Suite of software, Word, Excel, Access and Powerpoint and an interest in learning more.
- The ability to confidently engage with the Colleges’ administration databases, The Alpha College System (TASS).

**EDUCATION and/or EXPERIENCE**
- Certificate IV in Business Administration or relevant business qualifications and experience.

**CERTIFICATES, LICENSES, REGISTRATIONS**
- Hold or be eligible to hold a Positive N