Position
This position is a leave coverage role running from January to August, with a start date from 19 January.
Role
: The Executive Assistant supports the CEO and Board of Directors in high level professional secretarial and administrative services, including secretariat support, coordinating meetings, managing social media accounts and providing holistic business support.
Duties
Support the Executive Officer in screening phone calls and other enquiries related to the CEO, Chairperson and Board of Directors.
Welcome and greet visitors related to the CEO, Chairperson, Board of Directors and Senior Management Team.
Assist the CEO to draft responses to matters of simple – medium complexity for signature, passing correspondence to others for action or presenting correspondence, including relevant files or information, for attention to the appropriate personnel.
Create, maintain, edit, file, copy and scan documents as required.
Inform and alert the appropriate personnel to relevant information / developments by monitoring documents and information sources.
Organise meetings, teleconferences and video conferences as required, including invitations, booking venues, and assisting with preparation and clean-up of venues for meetings as required.
Act as minute taker for relevant meetings, including the preparation and editing of correspondence, communications, presentations and other documents.
Assist the CEO to coordinate, format and prepare reports and submissions for approval, distribute to the appropriate personnel, lodge submissions for review and submit completed reports and submissions to funding bodies as and when required.
Affix electronic signature to approved contracts, agreements, documents, forms, etc. and maintain the primary e-signature register for the CEO and Chairperson.
Support the CEO to organise attendance of VIP stakeholders at Mawarnkarra functions.
Maintain a confidential executive filing system in line with Mawarnkarra's policies and processes.
Participate in the planning and development of executive administrative policies and processes and update documents as directed.
In conjunction with the Receptionist, maintain bookings for internal Mawarnkarra meeting rooms.
Assist the CEO to prepare and disseminate agendas, minutes and actions and all other necessary paperwork, including coordinating actions and resolutions from all meetings and maintaining registers and records that meet compliance requirements.
In collaboration with the media consultant, maintain the organisation's social media and website in line with the organisational policies and direction. Including actively seeking promotional opportunities for the organisation in the way of sharing the organisation's activities and achievements.
Provide administrative support to other areas as required by the CEO.
In collaboration with the CEO, provide secretariat support for Board Meetings and Finance and Contracts Committee Meetings inclusive of: preparation and dissemination of Agenda, previous Minutes and Actions Register; act as Minute taker; coordinate actions and resolutions; and maintain registers and records that meet compliance requirements.
In collaboration with relevant Managers, provide secretariat support for other internal and external meetings, inclusive of: preparation and dissemination of Agenda, previous Minutes and Actions Register; act as Minute taker; coordinate actions and resolutions; and maintain registers and records that meet compliance requirements.
Arrange all travel and accommodation for the CEO, and Board of Directors forwarding all necessary paperwork to Finance for processing.
In some instances, processing of travel for other staff may be required.
Requirements
Proven experience as an Executive Assistant with 3-5 years' experience, with the ability to provide achievements and examples in detail.
Demonstrable experience in the provision of strong administrative and secretariat support at a senior / executive level, including the ability to take minutes.
Consent to undergo a Western Australian Working With Children Check and a National Police Certificate. Employment is conditional pending the outcome of these checks.
Must hold a current Australian Drivers Licence.
All employees are subject to regular random drug and alcohol screening.
Attend and participate in the professional development program and relevant external seminars and conferences, as approved.
Remuneration Benefits
Base hourly rate - $
District allowance - single $3, or family $6
Housing allowance - $4,550 - $6,892 (dependent on start date)
Electricity Allowance - (paid over summer 10 pay periods) - $
Annual leave loading (when taken) - 17.5 % of base salary
Superannuation - 12%
Applications
Apply now or please send your resume with a cover letter stating your experience & why you want the role to MHS may commence appointment proceedings immediately, appoint by invitation or make no appointment at all. This opportunity is only open to candidates with the right to work in Australia.
Aboriginal and / or Torres Strait Islander people are strongly encouraged to apply. (Refer Section 51 of the Equal Opportunity Act (WA)
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