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Executive Assistant (Not-for-Profit & Charity Community Consultants)

  • Location: Melbourne VIC, Banyule VIC, Hawthorn VIC, Docklands VIC, Doncaster VIC, Collingwood VIC
  • Commitment: Regular - more than 6 months
  • Category: Community Services
  • Time Required

    10+ hours per fortnight/month (negotiable)

  • Suitable for
    • People with disability
    • Families with Children
    • Skilled Volunteers
    • Centrelink Volunteers
    • Wheelchair Access
  • Type of work
    • Education & Training
    • Accounting & Finance
    • Fundraising & Events
    • IT & Web Development
    • Governance, Boards & Committees
    • Tutoring & Coaching
    • Mediation & Advocacy
    • Administration & Office Management
    • Marketing, Media & Communications
    • Research, Policy & Analysis
    • Companionship & Social Support
  • Training

    • Fair Work Ombudsman Training • Council of Social Services Training • Aboriginal and Torres Strait Islander Community Training • Mandate Report Training • Basic Governance Knowledge Training etc.

  • Reimbursement

    Negotiable

  • Requirements
    • Working with Children Check *
    • National Police Certificate *
    • Driver's Licence (C)

    • Australian Citizenship/Permanent Resident/New Zealand Citizenship;
    • Supportive to the Aboriginal and Torres Strait Islander Communities;
    • Supportive to the Lesbian, Gay, Bisexual, Transgender, Intersex, Queer, Asexual or other gender and sexual diversities (LGBTIQA+) Communities;
    • Supportive of Culturally and Linguistically Diverse (CALD) Communities;
    • Have sound Business, Charities and Not-for-Profit experience
    • Have competent knowledge and skills with basic Technology, Google Suite, Web designs and browsers, etc.;
    • Ability to communicate honestly and transparency, with sound knowledge and ability to speak and write in English;
    • Relevant Qualifications and Certificates/Registrations;
    • Minimum of 3 years of relevant experience within Australia;
    • Great communication and listening skills;
    • Ability to commit the required time for the position and be able to commit to a 12-month position (minimum);
    • Upon engagement, you will be required to have or obtain a Working with Children Check (WWCC) and a National Police Check (NPC), which is conducted alongside our partnered charity agency.

    * May be arranged via the Organisation. Details to be provided on expression of interest.

Key Responsibilities:

  • Provide high-level executive support to the Executive Director including diary Management
  • Acknowledge and process invitations for the Executive Director, Board Members and Senior Leadership team.
  • Coordinate diary meetings with the senior team and Executive Director and provide scheduling advice.
  • Respond to all invitations and diaries accordingly.
  • Coordinate all travel, accommodation, and itineraries for the Executive Director.
  • Administrative Support
  • Manage confidential and sensitive documentation with appropriate discretion.
  • Prepare and format reports and documents for internal and external use often within short time frames.
  • Prepare powerpoint presentations or public relations documents for the Executive Director.
  • Manage incoming calls, emails, and correspondence, proactively determining significance and managing distribution.
  • Management of the Office of the Executive Director
  • Prepare and collate speaking and meeting briefs for the Executive Director in consultation with the Senior Leadership Team.
  • Act as the principal contact point for external stakeholders, including Board members, Ministerial and senior Government officials, members and liaise with key stakeholders in consultation with the Executive Director.
  • Alert the Executive Director to matters requiring an immediate attention, in conjunction with senior staff.
  • Ensure the smooth running of the office of the Executive by addressing IT and other issues promptly. 
  • Provide high level administrative and governance support to the DCSS Australia Board
  • Schedule all meetings of the Board, Executive’s, and other subcommittees.
  • Work with the Executive Director and Managers to prepare and distribute meeting agendas and papers.
  • Attend and proactively minute all meetings and prepare action lists.
  • Prepare and provide management overall meeting action lists, ensuring the relevant people are tasked accordingly and prompted when deadlines approach.
  • Provide support to the Executive Managing Director and Board around governance and reporting requirements including Constitution, Associations Incorporations Act, and Governance policies of the organisation.
  • Provide administrative support for Election and other AGM’s including liaising with Executive Managing Director, appointed Returning Officer and Board Members.
  • Support the Executive Director and Leadership team in the development and maintenance of stakeholder relations by establishing a friendly and professional report with stakeholders.
  • Ensure that the Executive Director or Senior team are made aware of issues relating to stakeholder relations at the earliest opportunity.
  • Meeting minute taking at Committee and other meetings (as requested)
  • Support the Company Secretary in related processes such as the setting of meeting dates and agenda items.
  • Monitor general enquiries to teams and redirect as appropriate for follow up
  • Facilitate Support Services team and WHS meetings.  Technical Competencies
  • Demonstrated high-level administration and organisational skills, including tasks, schedules, business, legal administration, and travel management
  • Experience in dealing with confidential information and demonstrated capacity to maintain confidentiality and professional standards of behaviour in difficult and sensitive circumstances.
  • Well-developed liaison skills, including excellent communication skills with a range of public, private, and non-profit stakeholders.
  • Excellent time management skills including working to deadlines, attending to detail always.
  • Demonstrated writing skills and advanced MS Office skills.
  • A proactive, collaborative mindset and demonstrated capacity to work independently and within a team environment.
  • Proficiency in Microsoft Office including Google, Excel, Word, and PowerPoint.


You can not apply for this role as it is no longer available.