Executive Officer

Purpose of the Position

The primary purpose of this position is to serve as a trusted advisor and strategic partner to the Chief Executive Officer, playing a pivotal role in the successful execution of the organisation's mission and vision. The position will oversee and coordinate critical aspects of executive-level activities, ensuring the efficient operation of the CEO's office, and facilitating the achievement of the organisation's strategic objectives.

A cornerstone of the Executive Officer to the CEO is the pivotal responsibility for supporting, preparing, and planning Board meetings. These meetings are essential forums for strategic decision-making, governance oversight, and the alignment of the organisation with its mission and values. Contributions in this area will ensure the smooth and effective functioning of the Board of Directors, enhancing the organisation's ability to achieve its goals.

Responsibilities & Duties

• Effectively manage emails and calendar of the CEO.
• Ensure all Association records are maintained in accordance with compliance requirements.
• Appropriately maintain online filing systems particularly for confidential correspondence and papers.
• Apply appropriate judgement to prioritise tasks, including responding to correspondence on behalf of the CEO.
• Monitor actions and outcomes arising from correspondence and meetings and identifying opportunities to make information available at the right time to support the CEO.
• Proactively manage all aspects of the CEO’s time, anticipating needs and evolving priorities by seeking to understand key organisation initiatives and strategic priorities.
• Ensure deadlines and deliverables for the CEO are met and escalate issues to CEO as needed.
• Draft correspondence and formal communication as directed.
• Manage expenses, budgets, reporting and travel bookings for internal and external events for the CEO.
• Provide administration in relation to projects including setup and scheduling of meetings, supporting proposal development, formatting documents, other collateral and managing deadlines.
• Lead and coordinate logistics for internal and external meetings including meeting preparation, recording actions and follow up to support project progression.
• Manage inquiries proactively and follow through on tasks to successful completion.
• Seek opportunities to enhance the efficiency and effectiveness of administration duties.
• Develop and maintain strong relationships with internal and external stakeholders by managing expectations, advising on risk, and proactively proposing risk mitigation strategies.
• Manage, monitor, and improve stakeholder relationships to ensure delivery of a quality service and outcomes.
• Act as key point of contact for the CEO with Board and key stakeholders.
• Attend meetings with the CEO when required or requested.
• Stay informed about industry best practices and changes in legislation affecting the non-profit sector. Assist in the development and implementation of policies and procedures to ensure compliance and organisational excellence.
• Collaborate with the communications team to help shape the CEO's messaging and public image. Ensure consistent and effective communication with internal and external stakeholders.
• Oversee and manage key strategic projects and initiatives as assigned by the CEO. This includes research, planning, execution, and reporting on project outcomes.
• Assist in the preparation and monitoring of budgets, financial reports, and funding proposals. Work closely with the CEO to ensure responsible financial management and sustainability.
• Foster a positive and productive work environment within the CEO's office and across the organisation. Lead by example, promoting teamwork, accountability, and a commitment to Scouts NSW's values and objectives.
• Handle sensitive and confidential information with the utmost discretion, always demonstrating a high level of integrity and professionalism.

Qualification, Training & Experience

• Tertiary Qualification in a Business Administration (desired).
• Minimum 5 years’ experience in administrative support.
• Proven experience supporting a Senior Leader in a complex high-performance environment.
• Proven experience managing board administration with effective planning and organising skills.
• Experience in the establishment and operation of electronic records management systems.
• Experience driving success for a for purpose / NFP environment with volunteers / members.
• Computer literacy and ability to navigate and use the Microsoft Office suite including word processing, spreadsheet and presentation software and applications.

Knowledge, Skills & Abilities

• Demonstrated ability to work with the strictest confidentiality.
• Knowledge of Board and Committee procedures.
• Knowledge of legal obligations in relation to privacy, security, and retention of records.
• High level interpersonal, oral, and written communication skills; ability to liaise effectively with internal and external stakeholders.
• Ability to make accurate and detailed notes of meeting outcomes.
• Highly organised, ability to multitask, prioritise and meet conflicting deadlines.
• Excellent project and time management and ability to plan.
• Able to work independently, autonomously and with limited supervision.
• Quick-thinking, proactive, initiative, and innovative thinking.
• Strong attention to detail.
• Structure in thinking and a problem solver who provides solutions to issues/challenges.
• Work well under pressure and handle high pressure situations.
• An ethical approach to work, self-motivated and enjoys achieving results.
• Proactive approach to take ownership and accountability for completion of tasks to the highest standard.
• Ability to demonstrate initiative and enthusiasm and interact at all levels within the Association.

Essential Requirements

• Right to work in Australia
• Current National Police Check
• Current Working with Children Check
• Mandatory Training
• Out of Hours Availability

Clearances

Prior to commencement of duties, the Executive Officer to the Chief Executive Officer is required to hold a current Working with Children Check clearance (Employed), provide results of a National Police Check and have undergone a background check.