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Executive Team Assistant
3 weeks ago
Full-time, Non-Ongoing, 12 months APS 6 position
- $90,199 - $101,022 p.a. plus 15.4% superannuation
- Australia’s leading museum located waterside in beautiful Darling Harbour
The Australian National Maritime Museum is seeking a highly motivated and proactive Executive Team Assistant with extensive experience to join our Executive Office team in this full-time, non-ongoing APS Level 6 position for 12 months with possibility of extension.
As one of Sydney’s most visited museums, the Australian National Maritime Museum shares our national maritime story across Australia and the world, online, onsite and through research, presentations and travelling exhibitions, and provides must-visit museum experiences that delight and inspire.
We connect our visitors with the oceans and waterways that are the heartbeat of who we are. From deep time to modern Australian and beyond, we explore our past, our present and future as an island nation shaped by sea, offering a sustainable and cohesive vision for the future.
The Museum welcomes over 2.5 million local, interstate and international visitors annually, and is supported by a thriving and passionate staff, membership, volunteer and education base. Find out more at sea.museum.
This position works closely with the ANMM’s Executive Team, ANMM Council and Foundation members and senior members of staff to manage communications and enquiries.
The Executive Team comprises the Deputy Director, Chief of Staff, Assistant Director Fleet and Assistant Director Storytelling & Engagement.
**Key Accountabilities**
Under limited direction, this position is responsible for delivering the following functions:
- Proactively support the Executive Office in day-to-day operations including developing & implementing systems and processes to support members of the Executive Team, to improve their efficiency and the impact of their work.
- Manage the schedule of members of the Executive Team to ensure there is effective and optimal use of their time, including independently scheduling appointments and engagements in accordance with pre-established priorities.
- Prepare complex domestic and international travel plans and itineraries for the Executive Team, including making all necessary bookings for transportation and accommodation, ensuring travel arrangements are well planned and managed with mínimal disruption or delay.
- Arrange internal meeting, seminars, events, for the Executive Team and Museum, as required. Ensure, stakeholders’ requirements are catered for by greeting and providing assistance during events.
- Provide administrative support services to the Executive Team, the Museum’s Council and Foundation, as required.
- Ensure Executive Team members reporting deadlines are met.
- Support the Executive Team by facilitating workflows in line with agreed priorities, maintaining accurate records (including processing financial records - i.e., IPOS, Credit card acquittals, petty cash claims), effective and professional phone call and diary management and meeting coordination.
- Support the compilation of divisional report, monthly and quarterly division reports, statistics, plans, surveys, budget reports, audience research and other organisation information.
**Selection Criteria**
- Extensive experience in providing high-level administrative support to an executive team or equivalent with the proven ability to organise and arrange complex events and activities including conferences, seminars and travel.
- Proven ability to manage a range of multiple and competing activities to achieve specified and/or optimal outcome and to work both independently and as part of a team collaborating with stakeholders to achieve organisational goals.
- Competent Microsoft office skills along with demonstrated ability to produce high quality correspondence and concise and accurate reports and briefing notes including excellent writing, proofreading and presentation skills.
- Demonstrated high level of interpersonal and communication skills and experience in developing, managing and maintaining stakeholder relationships.
- Demonstrated capacity to thrive under pressure, maintaining a mature, calm and measured approach to work and to handle sensitive and confidential information with the utmost discretion.
**Qualifications and/or relevant experience required**
**Desirable**:
