Executive Assistant to Group CEO

Job Posting Organization:
Save the Children Australia is a prominent non-profit organization dedicated to improving the lives of children and communities in need. Established with a mission to ensure that every child has the opportunity to grow up healthy, educated, and safe, Save the Children Australia operates in various regions, including Australia, the Pacific, and globally. The organization is known for its commitment to child welfare and advocacy, employing a diverse team of passionate individuals who work collaboratively to create lasting change. With a focus on inclusivity and diversity, Save the Children Australia fosters a supportive work environment that values the unique contributions of each employee. The organization has a significant presence in multiple countries and is recognized for its impactful programs and initiatives aimed at addressing the challenges faced by vulnerable children.

Job Overview:
The Executive Assistant to the Group CEO plays a vital role in supporting the leadership of Save the Children Australia. This full-time position is based in the Melbourne CBD head office and is a maximum term role covering parental leave until May 202

• The Executive Assistant will be responsible for ensuring the smooth operation of the CEO's office and providing comprehensive support to the CEO and the Board. This multifaceted role requires a proactive approach to diary management, meeting coordination, travel arrangements, and stakeholder relations. The Executive Assistant will be a key partner to the CEO, helping to facilitate effective communication and collaboration within the organization and with external stakeholders. The position demands a high level of professionalism, confidentiality, and the ability to thrive in a fast-paced environment while contributing to the organization's mission of making a positive impact on children's lives.

Duties and Responsibilities:
The duties and responsibilities of the Executive Assistant to the Group CEO include:

• Diary Management: Effectively manage the Group CEO's calendar by prioritizing and scheduling meetings, coordinating logistics such as catering and meeting room bookings, and handling last-minute changes.
• Meeting Support: Coordinate, prepare, and distribute meeting papers and briefing documents in advance of meetings to ensure the CEO is well-prepared for discussions and decision-making.
• Travel Coordination: Arrange detailed travel itineraries for domestic and international trips, managing transportation, accommodation, and necessary visas or documentation.
• Stakeholder Relations: Support the CEO in building and maintaining positive relationships with stakeholders by establishing professional rapport and providing excellent service.
• CEO Office Management: Ensure the smooth operation of the CEO's office by promptly addressing issues and managing tasks in the CEO's absence, collaborating with the executive team.
• Project Coordination: Coordinate and manage projects effectively to ensure seamless execution of tasks.
• Administrative Support: Provide general administrative support to the CEO and executive team as needed, including document preparation and correspondence management.

Required Qualifications:
The ideal candidate for the Executive Assistant position should possess the following qualifications:

• A minimum of 3+ years of experience in a similar Executive Assistant role, preferably supporting a CEO or Board.
• Proven experience in proactive diary management and administrative support in a complex operating environment.
• Familiarity with handling high-pressure situations and maintaining confidentiality.
• Strong interpersonal skills with the ability to build rapport and maintain positive relationships with various stakeholders.
• Excellent communication and diplomacy skills are essential for effective interaction with internal and external parties.
• Ability to coordinate and manage projects effectively, ensuring tasks are executed seamlessly.
• Proficiency in word processing, spreadsheets, and databases, with a strong understanding of technology's role in executive support.
• Knowledge of PowerPoint design and creative writing/editing skills will be beneficial.

Educational Background:
Candidates should have a relevant educational background, ideally holding a qualification in Business Administration or a related field. This educational foundation will support the candidate's ability to perform the duties required of the Executive Assistant role effectively.

Experience:
Candidates should have a minimum of 3+ years of experience in a similar Executive Assistant position, ideally within a complex organizational structure. Experience in the humanitarian or development field, particularly within a national or global NGO context, will be highly regarded and beneficial for this role.

Languages:
While the job description does not specify mandatory languages, proficiency in English is essential for effective communication within the organization and with stakeholders. Additional language skills may be considered an asset, particularly in a diverse and multicultural work environment.

Additional Notes:
This position is a full-time role with a maximum term contract covering parental leave until May 202

• The organization values diversity and inclusion, and encourages applications from individuals of all backgrounds. Save the Children Australia offers a modern working environment, with opportunities for remote work, and provides various employee benefits, including salary packaging, wellness programs, and additional leave options. All employees are required to undergo a National Police Check and a Working with Children Check as part of the organization's commitment to child safety.