The COO is responsible for leading Multicultural Australia’s operations and outcomes in the areas of People, Culture & Safety; Information & Communications Technology (ICT); Contracts Management and Performance; Facilities; and Finance. The role of the Executive Assistant will be to provide a high standard of confidential administrative support to the Chief Operations Officer (COO) in their critical role of contributing to and implementing the overarching strategy of Multicultural Australia, thereby positioning the organisation for strategic success through continued growth toward a sustainable future. The Executive Assistant to the COO will also work closely with other top level internal executives, a variety of external stakeholders, corporate partners, and suppliers.
What you can expect from this role:
- Provide a high standard of confidential secretarial and administrative support including monitoring phone calls, managing diary appointments and preparing briefing documentation.
- Coordinate, review and quality check all correspondence including reports, letters, and briefing notes as well as effectively monitoring and following up deliverables and deadlines
- Conduct research on behalf of the Chief Operations Officer and proactively gather internal data and materials required for internal and external meetings.
- Organise meetings and agendas, including minute taking and distribution of minutes to relevant parties and follow up of actions and outcomes.
- Communicate and liaise with staff, clients and stakeholders on a wide range of issues affecting the office in a professional and positive manner.
- Organise and coordinate meetings, workshops and conferences.
- Assist with the co-ordination and organisation of significant events and functions involving Members of Parliament, Councillors and Government officials.
- Co-ordinate travel for the Business Support Partners and reconciliation of invoices for payment to Travel Company.
- Preparation of expense claims for Chief Operations Officer and reconciliation of credit card acquittals and expenses through Promaster.
- Other appropriate duties which may be identified and required from time to time.
In addition to the duties listed above all Multicultural Australia staff are expected to:
- Respect and abide by the vision, mission and values of the organisation;
- Ensure that their conduct is consistent with provisions of the Multicultural Australia Code of Ethics and Conduct;
- Comply with the provisions of relevant Multicultural Australia policies and procedures;
- Comply with the provisions of Multicultural Australia’s Workplace Health and Safety framework including policies, procedures and safe work systems that relate to their role, program area or Multicultural Australia as a whole. Information and training will be provided to successful candidates;
- Carry out general administrative functions related to their role and to the effective and efficient functioning of Multicultural Australia as a whole. This will include the use of computer-based calendar and information management systems.
Induction training relating to policy and procedures, workplace health and safety and Multicultural Australia administrative systems will be provided to successful candidates on appointment. Additional training in relation to IT systems and software will also be provided to successful candidates where necessary.
And all other duties associated with the position as instructed by the Chief Operations Officer.
Please peruse the position description on our website for full details about the role; https://www.multiculturalaustralia.org.au/current_vacancies
What we need from you:
- Valid Queensland Driver’s License
- Possession of a current, paid Working with Children’s Blue Card in accordance with the Commission for Children and Young People and Child Guardian Act 2000, and
- National Police Clearance Check.
- Demonstrated experience providing high level administrative support to Executive Management, COO or similar;
- Excellent communication skills, with the ability to build and maintain strong team and client relationships;
- Experience with and understanding of managing confidential information;
- Excellent organisational skills and professional verbal and written communication skills, with proficiency in MS Office Suite (e.g. Word, Excel and Outlook);
- A flexible, positive and diligent attitude towards changing work flows, with demonstrated commitment to the values and vision of Multicultural Australia;
- Demonstrated values of integrity, resilience, team work and professionalism consistent with Multicultural Australia’s vision.
What we offer:
This is a permanent part-time role with a start date in January 2022 or as negotiated with the successful candidate. We are looking for a candidate who is available to work five days a week, Monday to Friday, for approximately 30 hours/week. We offer flexible work arrangements.
Ready for your next challenge?
Please submit your application via SEEK no later than 5pm on Friday 24 December 2021.
Your application must contain:
- a cover letter (no more than one page), outlining why you are interested in the position, what relevant experience you have and what impact you believe you can make in this role; and,
- a current resume (including the details of two professional referees).
If you have any further enquiries or for a confidential discussion, please contact Susanne Behrendt, COO, on [email protected] .
At Multicultural Australia, we recognize that we are strengthened by diversity and are committed to providing a work environment in which everyone is included, treated fairly and with respect. We strongly encourage applications from Aboriginal and Torres Strait Islanders, people from culturally and linguistically diverse backgrounds and people with a disability.