Seeking An Executive Assistant to Jo

We are seeking an Executive Assistant to join our Australian team. Based in CEI's Melbourne office, the Executive Assistant works closely with the Executive Director and three Australian based Directors, to provide day-to-day administrative support for a professional team, as well as internal and external coordination of important projects and extensive stakeholder management. The role is critical in the delivery of essential projects with tight timeframes and is an integral part of ensuring Centre operations and business activities run smoothly. The Executive Assistant delivers administrative duties with accuracy and speed, has good time management skills, and can effectively support a diverse range of projects.

This is a varied role in a dynamic and flexible environment, requiring an experienced person comfortable dealing with a variety of internal and external stakeholders and managing competing demands. The position requires excellent interpersonal and communication skills, knowledge of social media, as well as some writing, editing, proofreading and data entry skills. The Executive Assistant role interacts with a variety of senior stakeholders across government, philanthropy and business from Australia, Asia, and Europe. CEI is a global organisation; there will be at times an expectation that work and meetings be conducted outside regular business hours.

**Key Responsibilities**:
Executive Assistant Support
- Provide complex diary management for Executive Director and three Australian Directors; organising meetings, collating, and distributing meeting papers and booking meeting rooms.
- Act as the point of contact between the Executive Director, Leadership team and internal or external stakeholders
- Coordinate and manage complex domestic and international travel, including visas, accommodation, and itineraries; organise local meetings and coordinate on-ground itinerary; collaborate with Executive Assistants in other offices.
- Act as a point of contact between Executive Director, internal, and external stakeholders; build and maintain collaborative relationships with clients and colleagues.
- Organise calendar for, draft agenda for, attend, and take minutes of key Executive Director meetings and, when required as cover, global leadership, management, and staff meetings. Follow up on action items.
- Manage confidential and sensitive information with discretion; assist with management of office events and client functions.

Board Administrative Support
- Liaising with stakeholders to schedule Board meetings for the year.
- Overseeing the drafting of the agenda alongside the editing and collation of Board papers
- Coordinating induction and travel of Board Directors
- Coordinate board minutes and action items ensuring they are actioned as per requirements.

Administrative Support
- Coordinate and provide support to business development activities (supporting Australian leadership), e.g., compiling tender documents.
- Assist in proofreading and formatting reports, presentations, and proposals within CEI’s templates.
- Liaise with Directors to ensure accurate and timely use of Mavenlink system to track time and manage projects.
- Ensure day-to-day efficient operation of the Centre, coordinating internal and external events, e.g., conferences, webinars, and in-house events.
- Reconciling and acquitting monthly credit card statements for staff
- Coordinating interstate and international Centre visitors, planning office social events, celebrations, farewells, and holidays, staff holiday gifts.
- Contribute to building and maintaining a strong culture and team environment.

Health and Safety Requirements
- Act in a safe manner always, including complying with all safety instructions and training given at the workplace.
- Participate in, and contribute to, health and safety awareness and improvements.
- Comply with emergency evacuation procedures.
- Report all incidents, injuries, and potential hazards in a timely manner.

**Key Qualities**:
Essential
- At least 10 years’ experience as an Executive Assistant with a minimum of 5 years at the CEO level in a fast-paced professional environment
- Highly proficient managing complex diaries with intermediate proficiency in Microsoft Office suite particularly PowerPoint
- Strong time management and organisational skills; experience managing multiple priorities in a dynamic environment with competing demands.
- Excellent communication skills - written and verbal - with strong attention to detail; confidence to interact with a variety of stakeholders (internal & external)
- Proactive, solutions-focused, and flexible, with high attention to detail with commitment to accuracy and quality
- Eagerness to participate and contribute to a learning environment, with a commitment to the ongoing development of a strong team culture.
- Able to act with sensitivity, discretion and confidentiality as required.
- Experience in an operational support role in a professional servi