Executive Assistant

About Us

First Nations Advocates Against Family Violence (FNAAFV) is the national Peak body for community-controlled Aboriginal and Torres Strait Islander organisations around Australia that provide legal and other holistic and culturally safe services to First Nations people affected by family violence – predominantly First Nations women and their children. FNAAFV's mission is to support members and raise the profile of the Family Violence Prevention and Legal Services sector.

This is a fully Remote/Work-from-Home position. You may apply regardless of location, so long as you reside within Australia.

About the Position

The Executive Assistant is responsible for providing high level and comprehensive secretarial and admin support to the CEO, FNAAFV Board of Directors, and organisational governance.

Core Responsibilities

CEO Support

• Provide high level administrate support to the CEO, diary management, and the travel and accommodation of the CEO.
• Assist the CEO with follow up on actions and deadlines.
• Maintain CEO's other records accurately within filing and information systems.
• Develop and maintain governance systems including policies and procedures, and contractual management.

Board Support

• Organise and facilitate Board of Directors meetings (including any subcommittees) and Annual General Meetings, including meeting papers, minutes and agendas, and follow up on actions and deadlines.
• Record, transcribe and distribute minutes of meetings and draft resolutions.
• Facilitate and support the process for appointments and elections of Board members.
• Provide established induction and onboarding to new Board Directors.
• Manage the Corporate Correspondence Register, Actions Register and Decisions Register.
• Maintain statutory books, including registers of members and Directors.
• Provide high level administrative support to the Chair as directed by the CEO.

Administration

• File and retrieve documents and reference materials.
• Arrange and co-ordinate staff/member meetings and staff/member events, including facilities, equipment and catering for meetings.
• Review and distribute general meeting agendas and supporting documentation.
• Monitor, screen, respond to and distribute incoming communications from the general inbox.

Other

• Maintain confidentiality of information.
• Perform other related duties as required by the CEO.
• Develop and contribute to a team environment, working collaboratively in sharing and generating ideas, empowered to achieve outcomes.
• Contribute to regular staff meetings.
• Communicate effectively and openly in the workplace.
• Complete tasks in a timely manner and meet strict deadlines.
• Participate in professional development including self-directed learning and required training.
• Ensuring that FNAAFV policies, standards and operations are adhered to.
• Contributing to the efforts of FNAAFV's, and the FNAAFV team by accomplishing duties.

Considerations

The responsibilities outlined in this position description are not exhaustive, and only an indication of the work of the role. The CEO may at times direct you to carry out duties which it considers are within your level of skill, competence, and training to meet the needs of the business.

Essential Qualification Requirements

Hold relevant tertiary qualification in business management and/or qualifiable equivalent and extensive relevant work, and then willingness to participate in formal qualification pathways.

Minimum 5 years experience in relevant position.

Advantage is understanding the ACCO and NFP sector.

Essential Compliance Requirements

• Holder of a current open Australian driver's license.
• Willingness to undertake a National Police Clearance check.

Selection Criteria

1. Relevant tertiary qualifications or equivalent knowledge, experience and training.
2. Experience in governance and working with Boards.
3. Experience with government contracts
4. Strong secretarial and organisational management skills including the ability to effectively manage competing priorities.
5. Strong attention to detail and high levels of accuracy.
6. Excellent communication and interpersonal skills, including the ability to demonstrate tact and discretion.
7. Experience in handling sensitive and confidential matters.
8. Demonstrated ability to work independently with minimal supervision.
9. Proven ability to develop and manage external and internal relationships.
10. Flexible and adaptable with the willingness to take on a wide range of diverse tasks and adjust to shifting priorities in a changing environment.
11. Experience in corporate governance (highly desired).

Award Level

SCHADS Award Level 3 or 4, depending on experience

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