Executive Assistant

Position Title: Executive Assistant

Reporting To: Chief Executive

Employment Status: Ongoing 3-Year Contract, FTE 0.8 (4 days per week)

Remuneration: Competitive salary on offer with Salary Packaging available

• A supporting role in a mission-led, private foundation.
• An opportunity to make a real difference in people’s lives.
• The chance to work with a team of committed professionals who love what they do.

Are you a naturally welcoming person who is resilient, optimistic, has strong organisational skills, a great communicator and is looking to use your experience to make a meaningful difference to people’s lives? Snowdome is looking for someone special to join our fabulous team and to help us continue to ‘shake up the world’ of blood cancers so we can achieve our vision of giving every Australian blood cancer patient the best opportunity for a cure.

The Snowdome Foundation supports clinical trials and research to accelerate next generation treatments. This means we spend most of our time seeking out the brightest and most innovative thinkers, funding their ideas and providing life-changing opportunities for patients with complex diagnoses.

Reporting to the Chief Executive, this role will suit someone who is personable, engaging, organised, loves the nitty-gritty, is a stickler for detail and can operate at all levels.  In return, Snowdome can offer you the chance to work with our amazing donors and partners, professionals who are best-in-class in a range of fields, development opportunities to grow your skills and the ability to see the impact of your contribution in people’s lives.

Application Instructions:

To apply for this role, please include a cover letter, resume and a statement addressing the Key Selection Criteria (limited to 3 pages in total).

Please submit your application by 5pm, Friday 22 March 2024 to **@snowdome.org.au stating Executive Assistant Application in the subject line.

About Snowdome:

Snowdome Foundation focuses exclusively on raising funds to support translational research into blood cancers and accelerating next-generation treatments for Australian blood cancer patients.

Since 2010, Snowdome has granted more than $53M, leveraged over $18M in matched funds by working collaboratively with government and philanthropic partners, extended 65 research grants and funded more than 98 multi-year Australian research positions. We have supported the establishment of Blood Cancer Research Western Australia to enable WA blood cancer patients to gain access to innovative treatments and are incredibly proud to lend support to the Australasian Lymphoma Network.

Snowdome is led by the Chief Executive, a highly engaged Board and supported by a high performing Executive.

Our values define who we are, shape our culture and the behaviours and mindset of our people. They are passion beyond belief, excellence in everything we do, persistence in the pursuit of cures and partnerships for good.

Diversity and Inclusion

We are working hard to recruit people who represent the diversity of our community. Snowdome is committed to providing an inclusive culture where all our people can thrive, feel supported to do their best work and feel empowered to let their ideas flourish.

Purpose of this Position:

Reporting to, and working closely with the Chief Executive, the Executive Assistant is responsible for the smooth running of the office of the Chief Executive so that they can function effectively.  This role plays an active part in organising the working life for our Chief Executive alongside ensuring the efficient functioning of the organisation. This encompasses managing the Chief Executive’s schedule, communications and serving as a key liaison between the Chief Executive, executive, board directors and external stakeholders.

The Executive Assistant is also responsible for the office administration and management.

Duties:

• Chief Executive Support – coordinate and manage the Chief Executive’s schedule including appointments, meetings and travel arrangements.  This involves anticipating and preparing materials required for meetings, ensuring they are well prepared for all engagements along with prioritising conflicting demands and proactively resolving scheduling conflicts.
• Board and Committee Support – organise and coordinate board meetings (10 per annum) and other relevant meetings by preparing meeting agendas, distributing materials, taking accurate minutes and organising catering where required.  Facilitating communication between the Chief Executive and board/committee members ensuring timely dissemination of information.
• Communication and Correspondence – serve as the primary point of contact for internal and external stakeholders seeking communication with the Chief Executive. Draft, proofread and edit correspondence, reports and presentations on behalf of the Chief Executive, whilst maintaining the highest level of confidentiality around sensitive information, exercising discretion in the handling of all communications.
• Office Administration – manage the daily office operations including answering phones, responding to enquiries and handling correspondence.  Maintain the office supplies.
• Special Projects – provide support for special projects and initiatives as directed by the Chief Executive including research, data analysis and presentation preparation.

Key Selection Criteria:

Essential

• Experience: 5+ years in an administrative role, preferably supporting C-Suite.
• Proven track record: Supporting the relationship management of a Board, Foundation, CEO and wider leadershipteam.
• Communication skills: Advance skills, both written and verbal with excellent attention to detail.  Has the ability to positively represent the Chief Executive and organisation at the highest level of professionalism.
• Relationship stewardship: Significant experience and knowledge in quickly building positive and productive working relationships with a range of internal and external agencies, people and stakeholders.
• Emotional intelligence: Enthusiastic, positive and welcoming approach with exceptional interpersonal skills to confidently interact and communicate professionally and empathetically with people at all levels and in all circumstances.
• Discretion:  Proven ability in handling highly sensitive information with discretion and confidentiality.
• CRM Skills: Usage of databases and CRM systems.
• A strong alignment and commitment to our values and behaviours, with a working style that reflects these and contributes to a constructive, high-performance culture.

Desirable:

• Experience using a CRM system such as Salesforce or a platform for content management.
• Experience in not-for-profit, charitable, or philanthropic organisations gained within the health or medical research sectors.
• Suitable tertiary qualifications.

Personal Qualities and Behaviours:

• Loves the nitty-gritty and is a stickler for everything being presented perfectly.
• Empathetic alongside the highest levels of integrity and professionalism.
• Problem solver with oodles of initiative.
• Wants to help make the world a better place.

Other Relevant Information:

This position is office based and will require occasional evening or weekend work to accommodate board meetings or special events. 

Eligibility

To be appointed to this position you must be an Australian/New Zealand Citizen, or an Australian Permanent Resident currently residing in Australia. The successful applicant may be required to obtain and provide a National Police Check or equivalent.

Flexible Working Arrangements

We work flexibly at Snowdome, offering a range of options for how, when and where you work.