Executive Assistant

About The Position

Julyardi Aboriginal Corporation is seeking a passionate and innovative Executive Assistant. The Executive Assistant will provide high-level administrative and organisational support to senior executives, ensuring they operate efficiently and effectively. The role requires discretion, attention to detail and the ability to manage multiple priorities in a dynamic environment.

About Julyardi Aboriginal Corporation

Julyardi Aboriginal Corporation is a not-for-profit, client focused organisation that delivers wraparound services, crisis programs, early year services, and collect impact initiatives to the Hedland Aboriginal Community. You will be part of a growing, innovative, local Aboriginal Corporation that operates with the guidance of Hedland Aboriginal Strong Leaders, a collective of senior Aboriginal Elders

Main Duties/Responsibilities:

CEO Support

• Providing an exceptional level of confidential executive administrative support to the CEO
• Providing a high level of confidential support to the Board and Executive Management Team.
• Identifying and delivering timely recommendations to the CEO regarding optimum reporting systems and processes.
• Manage the flow of information from a variety of stakeholders which is sensitive and highly confidential in nature with discretion.
• All aspects of email, phone and diary management, including; actioning, filtering, prioritising and filing as required.
• Schedule and coordinate both internal and external meetings, and responding to meeting requests, ensuring the most efficient use of time;
• Maintain effective relationships with key contacts and relevant stakeholders and ensuring appropriate responses are provided and that clear and comprehensive details are taken and delivered;
• Effective coordination and follow-through of the activities and commitments of the CEO by producing and managing a master calendar of critical key dates each calendar year.
• Deal with routine enquiries and refer only those calls to the CEO which requires their attention.
• Maintain the CEO filing system ensuring that all correspondence incoming /outgoing and other necessary documents are appropriately filed.
• Take minutes of nominated Board and Committee meetings and prepare draft for approval by CEO.
• Coordinate meetings (agenda, papers and minutes) of the Executive Leadership Team
• Ensuring all aspects of administration are managed, organised and dealt with efficiently.

Co-ordinate activities associated with Board and Committee Meetings

• Send date reminders, follow up on outstanding reports
• Prepare meeting room, materials and recording equipment
• Take full minutes at all Board and Committee meetings, prepare draft for approval by the CEO and distribute
• Prepare Board and Committee Agenda and print papers for those requiring hard copies

Customer Service

• Building strong relationships across and outside the organisation.
• Demonstrates a proven capacity to influence people and outcomes to get the job done.
• Demonstrates a strong customer service ethic and passion for the role.

Qualifications, Experience and Skills

Qualifications

• Qualifications in Administration or Business, desirable but not necessary
• Working with Children Check (current)
• National Police Check (not less than six months old)
• Unrestricted C Class driver's licence

Experience – Desirable

• Previous experience in administrative role with sound knowledge of administrative activities
• Previous experience working with at risk communities and Aboriginal people

Skills

• Experience supporting Senior Executive Managers and/or Board members;
• Demonstrated effective time management skills and presents well with a high level of initiative, enthusiasm, drive and energy;
• Sound interpersonal and communication skills including the ability to establish and maintain professional relationships with management and staff at all levels and external parties to achieve required business outcomes
• Extensive experience in minute taking at Board level
• Builds strong customer relationships based on superior service, plans and implements service improvement initiatives and effectively addresses service issues, and fosters a collaborative team spirit focused on service delivery.
• Liaises effectively to understand stakeholder needs and interests and provides valued expert assistance aligned with business unit objectives.
• Gains respect from stakeholders, based on expertise, using effective negotiation techniques to motivate others and plan, negotiate and implement projects based on underlying trust in order to achieve objectives.
• Strong attention to detail
• Exceptional organisational skills
• Ability to handle pressure and competing demands, remaining level-headed and in control
• Extensive knowledge of contemporary office administration practices and procedures
• Outstanding written and oral communication skills enabling you to edit, draft and build sound correspondence, presentations and other documents as required
• Outstanding time management skills
• Proficient level capability in MS Office and other programs as well as an eagerness to learn and apply other software and programs
• Strong ability to prioritise and manage multiple tasks, planned and unplanned
• Flexible, agile and open to change
• Ability to confidently liaise at all levels
• Ability to meet tight deadlines

For further information please contact

You are encouraged to apply if you identify as an Aboriginal or Torres Strait Islander person.

Julyardi Aboriginal Corporation reserves the right to commence shortlisting and interviews prior to the closing date.

Julyardi Aboriginal Corporation is committed to ensuring a workplace free of discrimination. Our organisation complies with equal opportunity laws and is committed to providing a safe and pleasant working environment for all employees.

Sponsorship is not available. Candidates must have right to work in Australia.