Office Administrator/Personal Assistant To Director And Ceo

About Us: Mabu Mabu is a Torres Strait owned and run hospitality company on a mission to put Indigenous ingredients in kitchens across Australia. Mabu Mabu provides catering to Greater Melbourne, we produce small-batch retail products, and we run an all-day bar and kitchen, Big Esso, at Federation Square in Naarm (Melbourne).As a proudly Indigenous-owned business, we prioritize community, sustainability, and authenticity in everything we do. 

• Great team culture with a focus on our people and their development
• Support a high performing team
• Opportunity to work in an unique industry and environment
• Flexibility offered with 2- 3 days of remote working per week
• Competitive salary
• Permanent part- time position - minimum of 30 hours per week 

Position Overview: As the Office administrator to Mabu Mabu Board Director and CEO, you will play a pivotal role in ensuring the seamless operation of executive functions. From managing schedules and coordinating meetings to handling confidential information with utmost discretion, you will be an indispensable asset to our team.

Key Responsibilities:

• Manage and maintain complex calendars, scheduling appointments, meetings, and travel arrangements for board members.
• Coordinate logistics for executive meetings, conferences, and special events, including venue selection, accommodation, and transportation.
• Handle incoming calls and emails, responding when appropriate and routing messages to the executive or relevant team members..
• Organize and maintain files and databases in a confidential manner.
• Act as a liaison between the board and internal/external stakeholders, ensuring effective communication and follow-up on action items.
• Prepare and distribute materials for board meetings, including agendas, presentations, and reports.
• Confidence to handle personal matters/tasks as requested by the Director. 
• Conduct research and compile data to support decision-making processes.
• Assist with special projects and initiatives as directed by board members.
• Handle sensitive and confidential information with professionalism and integrity.
• Manage social media accounts, including content creation, scheduling posts, and engaging with followers.
• Assist with expense tracking, invoicing, and budget management in collaboration with the finance team.
• Assist in the onboarding process for new employees, including coordinating orientation sessions and preparing necessary documentation.
• Organize and maintain documentation, ensuring accuracy, accessibility, and compliance with relevant regulations.

Qualifications:

• Proven experience as an executive assistant or similar role, preferably supporting C-suite executives or board members.
• Exceptional organizational and time management skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Strong communication skills, both written and verbal, with the ability to interact effectively with individuals at all levels.
• Proficiency in MS Office suite and other relevant software applications.
• Discretion and confidentiality are paramount.
• Bachelor's degree or equivalent experience preferred.

We encourage Aboriginal and Torres Strait Islander people, people of color, women, non-binary and gender diverse people, and LGBTIQA+ people to apply for this position. If you feel you do not meet the criteria in the job description but you are excited about the role, we would still love to hear from you.