Executive Assistant To Ceo

About us:

SHARC helps people to help themselves recover from addiction.

SHARC supports over 9000 individuals and families annually and our programs and services operate locally, across Victoria, and increasingly, nationally. 

Peer support and lived experience are central to our work. 

We provide telephone and online support, education programs, counselling, peer support groups, residential recovery, consumer representation and workforce training.

Check out our video below… We ARE SHARC.  Come and join our team.

About the role:

The Executive Assistant will provide high-level and confidential support to the CEO and Board.

This is a busy role where you will act as the point of contact between the CEO, Board Members, Donors, Government, Leadership Team and Employees while managing the information flow in a timely and accurate manner.

The position is ideal for an individual who is proactive, adept at process improvement, and seeks an opportunity to independently transform existing practices into best practices.

We are seeking an EA who is positive and has a solutions focused attitude.

The position is based on-site, however, hybrid arrangements could include one day working from home.

RESPONSIBILITIES INCLUDE:

Support to CEO:

• Provide competent and high-quality administration support
• Handle all of the CEO’s administrative needs including incoming and outgoing correspondence and to-do list
• Management of the CEO inbox/calendar, including prompt replies, managing associated actions, flagging important items etc
• Provide comprehensive executive and administrative support including: manage schedules, agendas, minute taking, room bookings, catering, briefing packs and papers
• Handle confidential and sensitive information with discretion and professionalism
• Respond to queries, provision of timely advice and active follow up action as required
• Develop and maintain effective relationships with stakeholders
• Coordinate travel, including travel itineraries, flight bookings, hotel accommodation, ground transportation and potential visa arrangements
• Greeting guests, providing a hospitable service, and ensuring meeting rooms are set up correctly
• Maintain filing systems for the CEO and Leadership team

Support Governance meetings:

• Assisting with Board and subcommittee meetings – scheduling, agendas, minutes, etc;
• Co-ordinate the preparation, finalisation, distribution and filing of Board and Committee Papers

Support to Leadership team:

• Support the Manager, Finance, IT and Contracts particularly in relation to Board Reports
• Support the Manager, Organisational Support and Development particularly in relation to confidential staff matters
• Manage minutes and actions for the Leadership Team to enhance the productivity and effectiveness of the team

Other:

• In association with our Marketing and Communications lead, co-ordinate event Management including AGM and internal meetings and workshops
• Other duties as requested, consistent with skills eg. project support.

SELECTION CRITERIA:

• Experience in the provision of executive level support to CEO, Board and Executive preferable from NFP or Community Sector
• Experience in providing executive support to meetings – prepare and distribute agendas, meeting papers, attend meetings, take minutes and follow up on action items
• Exceptional time management skills with the ability to prioritise and stay ahead of deadlines
• Ability to work both independently and as part of team solving problems and addressing sensitive issues 
• Demonstrated ability to deal with confidential and sensitive matters of a complex nature
• Positive, solutions focused attitude
• Excellent skills in communication, motivation and organisation
• Demonstrated capacity to build and maintain effective working relationships with internal and external stakeholders
• Advanced skills and knowledge in the MS Office Suite (Word, Outlook, Teams, Excel, PowerPoint) 

Special:

• Applicants with lived/living experience are encouraged to apply
• Due to the nature of the role, occasional evening work will be required
• An Australian driver’s licence

The successful applicant will need to consent to a criminal history check prior to commencement, apply for a Working with Children Check in Victoria, and nominate SHARC as their employer.