Executive Assistant To Ceo (Part-Time)

Surf Life Saving Australia (SLSA) exists to save lives, create great Australians, and build better communities. As one of Australia's most respected community organisations and a world leader in lifesaving, coastal public safety, rescue, and education services, SLSA provides many ways to get involved as a volunteer or employee.

With over 180,000 members and 315 affiliated Surf Life Saving Clubs, we represent the largest volunteer movement of its kind in Australia, and the world.

SLSA encompasses coastal safety, elite sports teams, public relations, partnerships & national fundraising. We rely heavily on the support of the community to continue to provide this vital service that help keep our beaches safe and protect our Australian way of life.

We have an exciting opportunity for a new team member with a high level of Administrative and EA experience to join SLSA to support our CEO. This is a Part Time role - 18 hours per week - with in office/WFH opportunities.

The purpose of this role is to provide a high level of confidential support to the CEO; maximising their effectiveness by developing and utilising office systems and carrying out administrative requirements.

You will report directly into the CEO and consult with:

•    SLSA Executive Leadership Group (ELG)
•    SLSA President
•    SLSA Board
•    Executive Management Group (EMG)

Responsibilities include:

Administration, Planning and Reporting
•    As requested by the CEO co-ordinate timely and accurate agendas and minutes for Board and Executive Management Group (EMG) meetings.
•    Provide effective and timely assistance to the CEO with the development of the SLSA Business Plan and associated reporting.
•    Produce appropriate correspondence to meet the CEO’s communication requirements in relation to internal and external parties.
•    Assist in formatting reports and other documents. 
•    Organise meetings and coordinate associated processes including agenda preparation and distribution.
•    Preparing agendas for the Executive Leadership Group and Senior Management Team (SMT) meetings. 
•    Provide agenda for weekly staff catch-up meetings.
•    Schedule SLSA Board, EMG, ELG and SMT meetings for the year.  
•    Assist the CEO with digital filing and managing SharePoint files for Board, EMG and Management teams. 
•    Arrange travel and accommodation for the CEO, Board, EMG, Heads of Department and key staff as required.
•    Reconcile and complete monthly expense claim forms for the CEO and President.
•    Manage travel, accommodation, and the reimbursement of expenses for the President and CEO.
•    Occasionally attend out of normal hour’s meetings as required.

Effective administration of CEO’s office
•    Provide efficient secretarial, administrative support services to the CEO and Heads of Department.
•    Manage the daily activities of the CEO’s office including diary, travel and correspondence.
•    Assist the CEO in managing emails and initiate action to ensure the timely response to requests for information.
•    Ensure that matters brought to the attention of the CEO are distributed to appropriate staff or officers.
•    Co-ordinate facilities and arrangements for the CEO’s meetings, presentations, functions, etc.

Stakeholder Relationships
•    Provide quality customer service in relation to enquiries from internal and external parties such as directors, states, members, and staff and professionally screen telephone calls as directed.
•    Effective communication and relationships with SLSA Directors, SLSA staff and other internal stakeholders.
•    Effective communication and relationships with SLS State/Territory staff and other external stakeholders.

Financial administration
•    Ensure invoices are coded to correct account codes.
 

To be successful in this role, you will need to meet the following selection criteria:

Qualifications:
•    Administration/Business qualifications and/or equivalent experience.

Knowledge & Experience:
•    Experience working as an Executive Assistant to a CEO and/or President in a Not for Profit, Sporting or membership based organisation;
•    Formal meeting procedure and secretariat process experience working with a board/executive;
•    Experience in minute taking at a board/executive level;
•    Previous experience in providing high level administration support to senior managers;
•    Demonstrated experience in the preparation of agendas and taking accurate minutes;

Skills & Attributes:
•    Excellent verbal communication skills and demonstrated ability to effectively communicate with a variety of stakeholders at all levels;
•    Well-developed written skills; demonstrated ability to produce professional correspondence and other confidential documents;
•    Professional manner and demonstrated interpersonal skills;
•    Motivated self-starter who demonstrates a high degree of initiative and a solution-orientated approach;
•    Advanced Microsoft Office skills specifically Word and Outlook (intermediate skills Excel, and PowerPoint);
•    Highly developed organisational skills with the ability to prioritise work, perform daily tasks efficiently and meet deadlines;
•    Flexibility towards duties and hours, occasional after hours work required;
•    Proven discretion, tact and confidentiality;
•    Personal attributes of flexibility, energy and resilience;
•    Ability to work independently and take responsibility;
•    Attention to detail.

What We Offer:

• Hybrid working model with opportunities to work from home and from our Surf Life Saving NSW Office in Bondi. 
• Flexible work arrangements and a healthy work-life balance.
• A supportive and inclusive work environment where your contributions are valued.
• Competitive salary and opportunities for career development and advancement.
• As Surf Life Saving is a not-for-profit organisation, you will have access to salary packaging. 

Ready to Make a Difference?

If you're ready to join a dynamic team and contribute to coastal safety and lifesaving research and initiatives, we want to hear from you! Apply now and be part of our mission to save lives and keep our beaches safe.

Please address all three areas of the selection criteria in your application.

Please note that only applicants with the eligibility to work in Australia will be considered for this role. 

Surf Life Saving is an equal opportunity employer with a commitment to safeguarding children and young people. All candidates will be required to undertake a working with children check.

PLEASE NOTE APPLICATIONS WILL CLOSE ON FRIDAY 30th APRIL - or possibly earlier - so please get your application in as soon as possible!