PA, EA & Secretarial (Administration & Office Support)

The Big Blue Ocean (BBO) Executive Assistant role has three main areas of responsibility – Executive Support, General Administration and Office Management. The role requires a high level of organisation, multi-tasking, sophisticated interpersonal skills and the ability to produce high quality work, sometimes in short timeframes. Values, relationships and collaboration are at the core of this role and the wider team that this role sits within. 

Duties and responsibilities

• Executive support –providing high level support to 3-4 executives, managing meeting schedules support a Board cycle including collating and distributing reports and packs, minutes, other ad hoc tasks
• General management small office located in Beaumaris – no larger than 12 staff – including being the face of the office
• General administration of the office including software management, file management, answering phone calls, greeting visitors, simple network management
• Work collaboratively with internal and external service providers, including management small contracts
• Work with wider BBO team, and support when necessary, including collaborative work with other personal and executive assistants
• Develop and implement company policies for BBO
• Provide support to other employees including inducting new staff, training, workplace health and safety, expenses, reimbursements, time-sheeting, etc.
• Undertake assessments/due diligence of NFP organisation
• Keep informed of developments in philanthropy, not-for-profit management and governance, particularly relating to grant-making issues and trends
• Perform other tasks as required of a small team within the BBO Family Office

The ideal candidate will be highly motivated, ability to work autonomously, possess excellent organisational skills with a high attention to detail. In addition, the candidate will have a strong work ethic, ability to problem solve and collaborate effectively with a team, external service providers and stakeholders. Excellent judgment and the ability to balance resourcefulness and discretion, the ability to protect confidential and proprietary information is also essential in this role.

• Opportunity to lead and be part of a small and enthusiastic team
• Working closely with the leaders in the team
• Competitive salary and benefits -annually reviewed
• Ability to participate in training and professional learning to support your development
• Domestic and International travel when required.

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