Executive Officer

Reports To:
 Chair of the Board / Board of Directors

Employment Type:
 1 year maternity leave contract, 4 days per week, pro rata

Location:
 Hybrid role based out of 82 Halifax Street ADELAIDE

About the Hellenic Studies Foundation

The Hellenic Studies Foundation is a Not-for-Profit entity committed to supporting the advancement of Hellenic language, culture, and heritage through educational and community initiatives. The Foundation administers a government grant to invest in projects and initiatives that aim to promote and preserve the learning and teaching of Modern Greek across the education system, from early learning through to tertiary levels. Working in collaboration with government bodies, academic institutions, and community stakeholders, the Foundation ensures effective delivery of programs that align with its mission and strategic goals.

Position Overview

The Executive Officer is responsible for the day-to-day operational management and administration of the Foundation, with a strong focus on governance, grant administration, stakeholder engagement, and communications. The role requires a high level of initiative, organisation, and professionalism, operating as the key link between the Board, government stakeholders, Foundation committees and the community.

Key Responsibilities

1. Grant Management

• Coordinate and manage grant applications and approval process within internal governance framework.
• Prepare and submit documentation to secure necessary approvals.
• Document application outcomes.
• Responsible for the management of contracts between grant applicants and the Foundation.
• Establish and monitor grant budget allocations.
• Complete and submit required mid-year and end-of-year grant reviews and reporting.
• Ensure compliance with all funding requirements and timelines.
• Monitor grant contracts, identifying and escalating risks and issues for the attention of the Board.
• Coordinate program evaluation activities with external consultants as required.

2. Governance Support

• Coordinate Board and committee meetings, including:

o  Scheduling meetings

o  Preparing agendas

o  Circulating Board packs in advance

• Record and distribute accurate minutes.
• Follow up on action items.
• Support the implementation and monitoring of governance policies and procedures.

3. Stakeholder & Relationship Management

• Act as the key point of contact for government departments, educational institutions, community groups, and other stakeholders.
• Build and maintain effective relationships to advance the Foundation's mission and programs.
• Represent the Foundation professionally in all external communications.

4. Event Planning & Delivery

• Lead the planning, coordination, and execution of Foundation-sponsored events, including cultural, academic, and community initiatives.
• Manage logistics, budgeting, vendor liaison, and post-event reporting.

5. Communications & Digital Presence

• Oversee and maintain the Foundation's website, ensuring up-to-date and accurate content.
• Manage social media accounts to promote events, achievements, and initiatives.
• Liaise with public relation representatives to develop press release material when required.

6. Reporting & Administration

• Facilitate annual Modern Greek enrolment census and prepare report for the board tracking YoY trends.
• Provide regular updates and reports to the Board on program outcomes, financial status, and strategic priorities.
• Maintain accurate records and ensure efficient filing and information management systems.

Key Selection Criteria

Essential

• Strong understanding of governance practices and experience supporting a Board or committee.
• Experience managing government grants, including budgeting and reporting.
• Excellent organisational and administrative skills, with the ability to manage competing priorities.
• Strong written and verbal communication skills, including minute-taking and report writing.
• Demonstrated experience with stakeholder engagement and relationship management.
• Proficiency in digital tools, including website CMS (e.g., WordPress), social media platforms, and Microsoft Office Suite.

Desirable

• Proven experience in program or project management, preferably within a government or not-for-profit context.
• Knowledge of or interest in Hellenic language, culture, and community.
• Experience in event planning and delivery.
• Familiarity with compliance and reporting obligations in a not-for-profit or charity environment.

Personal Attributes

• Proactive, self-motivated, and highly organised.
• Professional and diplomatic communicator.
• Attention to detail and commitment to quality outcomes.
• Ability to work independently and collaboratively with diverse stakeholders.
• Demonstrate a commercial understanding of operating a not-for-profit entity.
• Preferably fluent in Greek and English.
• Commitment to the values and mission of the Hellenic Studies Foundation.