Executive Assistant To Ceo

Are you passionate about providing support to the CEO and Executive Managers in a fast-paced, dynamic and diverse workplace? Do you pride yourself on integrity, professionalism and have a passion to support others? Full Time Opportunity Part Time Negotiable for the right candidate Reporting to the CEO of Booroongen Djugun Limited on the Mid North Coast, the Executive Assistant is responsible for the provision of high level, confidential, secretarial, administrative and research support services contributing to the overall service objectives of the organisation.
As the Executive Assistant, you will be required to coordinate and manage the CEO's plans, diary management, email, screen phone calls and flow of information to the CEO.
The EA will frequently liaise with internal and external stakeholders, including those who may have sensitive and confidential requirements, requiring a high level of integrity and professionalism.
The EA must have a high level of stakeholder engagement and manage competing priorities in a fast-paced environment, highly organised with a strong focus on attention to detail, ensuring that information is accurate, timely and appropriate approval processes are followed in addition to excellent verbal, written communication and research skills, with the ability to prepare correspondence on behalf of the CEO.
Booroongen Djugun specialises in providing Community Care and Residential Care services to Aboriginal and Torres Strait Islander Elders in the Kempsey area, offering a space to access culturally-informed care.
We encourage and support all Aboriginal and Torres Strait Islander applicants to apply for positions at Booroongen Djugun.
For this position, sound cultural knowledge and understanding of engaging and providing cultural safe services to Aboriginal and Torres Strait Islander people is required.
Primary Purpose The EA is responsible for the smooth operation of the CEO office and for supporting the Executive Managers.
The position provides high-level executive support.
The position analyses and collates information to provide executive support to the CEO.
The position will provide administrative support to the Executive Managers and day-to-day Executive office operational duties.
Reporting directly to the CEO and supporting Executive managers, the role involves confidential, high-level information as well as engagement with government, healthcare and community member stakeholders.
The EA ensures the CEO is prepared and informed on relevant matters in a timely manner.
This includes researching, preparing and ensuring responses to telephone calls and correspondence are responded to within specified timeframes and proactively administering the Board of Directors meeting schedule.
Diary & Management of the CEO Office Receive, acknowledge and process all invitations for the CEO and Board of Directors.
Coordinate and host diary meetings with the Executive Leadership team and CEO, tabling and talking to invitations and requests and providing scheduling advice.
Respond to all invitations and diaries accordingly.
Coordinate all travel, accommodation and itineraries for the CEO / Board of Directors as necessary.
Prepare and collate speaking and meeting briefs for the CEO in consultation with the Executive Leadership team.
Effectively collaborate with team members to ensure that the function is operating effectively and efficiently, while maintaining a harmonious team environment within Booroongen Djugun Limited.
Ensure compliance with relevant OH&S legislation and that any issues are identified and actioned in line with the policy.
Administrative Support Manage confidential and sensitive documentation with appropriate discretion.
Prepare and format reports and documents for internal and external use often within short time frames.
Manage incoming calls, emails and correspondence, proactively determining significance and managing distribution.
Coordinate in consultation with CEO, Board meetings and ensure Board papers are ready, and Board Directors have the papers at least 5 Business days prior to a scheduled meeting.
Provide administrative and logistical support to all aspects of corporate governance, including Board papers, contracts and governance requirements.
As required by CEO attend meetings with them and document minutes.
Distribute these to all attendees and file in a timely manner.
Develop and administer appropriate office systems and procedures to ensure the efficient and effective operation of the Executive Leadership Team.
Circulate information, meeting agendas and minutes in a timely manner to all relevant parties.
Act as a liaison point between the CEO Office and Board of Directors.
Culture and Innovation Support the continuous improvement of our aged care facility with a focus on delivering high quality services and innovation through policy analysis and policy review.
Help ensure that we comply with corporate governance and regulatory obligations by analysing and reporting on board operational performance, providing recommendations for improvement and coordinating the preparation Board reporting.
More specifically: Assist with monthly, quarterly and annual statutory reporting requirements to funding bodies.
Assist in completing Aged Care audit actions and other governance and compliance reviews to ensure Booroongen Djugun meets its Aged Care accreditation requirements.
Capability and Competencies Sound cultural knowledge and understanding of engaging and providing cultural safe services to Aboriginal and Torres Strait Islander people.
The ability to engage with Aboriginal and Torres Strait Islander Advisors within Booroongen Djugun and other Leading Aboriginal services within the Mid North Coast region.
Display respect, empathy, understanding and patience towards clients, carers and their families always whilst maintaining confidentiality.
An understanding of the need for consultation, where relevant, and in collaboration with colleagues, coordinators, managers, external partners and other staff.
Key Relationships Work with the CEO, Executive Leadership team and Communication Officer to document and communicate a BDL Monthly Staff newsletter (written, video, or Facebook closed page) in order to update all staff– internal and external news.
Confidently attend and communicate in face-to-face community, member and stakeholder consultation activities.
Professionally present information to the community and stakeholder groups, in 1:1 interview, group workshops as required.
Represent BDL in a professional manner as required at large public meetings to listen to community and member needs, effectively enhance the BDL brand and communicate the purpose and mission of BDL to funding stakeholders, the community and members.
Selection Criteria Relevant tertiary qualifications, Certificate IV in Business Administration, or Minimum 4 years' experience in high-level office administration.
Experience in dealing with confidential information and demonstrated capacity to maintain confidentiality and professional standards of behavior in difficult and sensitive circumstances and to exercise tact, initiative, and sound judgement.
High level written, verbal and numeracy communication skills with demonstrated attention to detail.
Comprehensive knowledge and understanding of Aboriginal Health Issues, experience working with health services agencies, non-government organisation community groups and medical professionals at all levels with ability to build relationships within all levels of the organisation.
Excellent time management skills and demonstrated ability to work flexibly within tight timeframes and in accordance with competing workload demands to identify problems and recommend solutions.
Demonstrated computer literacy, especially Microsoft Word and Outlook.
Ability to identify and report WH&S hazards in a workplace environment.
Current valid Driver licence, minimum of Class "C" or equivalent.
Aboriginality and/or sound knowledge of Aboriginal / Torres Strait Islander cultural competence.
NDIS Clearance.
Influenza Vaccination.
Interested in joining Booroongen Djugun? Please email your resume to ****** Applications close 5 November.
For further information please phone 6560 2020.
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