VACCHO is the peak representative for the health and wellbeing of Aboriginal people in Victoria and champions community control and health equality for Aboriginal communities. We are a centre of expertise, policy advice, training, innovation and leadership in Aboriginal health and wellbeing. VACCHO advocates for the health equality and optimum health of all Aboriginal people in Victoria
We are looking for a new high-level Senior Executive Officer to support our Chief Executive Officer (CEO) and their office in a fast-paced environment with a need for judgment, supporting a high performing executive who is leading change in Victoria. You will manage mostly business-related tasks for the team such as diary and email management, creating reports, organising travel and accommodation, and other organisational tasks. To do this role properly you should have a detailed understanding of the full Microsoft Office suite, be extremely fast at solving problems and have experience as a senior executive assistant in the past. Key Responsibilities • High level executive support to the Chief Executive Officer (CEO) ensuring smooth running of the office of the CEO at all times • Provide leadership, direction and supervision to the Office of CEO staff including o effectively leading and managing unit requirements o maintenance of professional standards and quality of service o the provision of effective communication and direction to the team o maintaining efficient management processes • maintain team harmony within the Unit and co-operative working relationships between Unit staff and all other VACCHO employees and stakeholders, including supervision of staff • Organizing speaking engagements, speaking notes and related travel details • High level administrative support to the Board of Directors, Executive members and other board subcommittees • Preparing financial statements, reports, memos, invoices letters, and other documentsDoc #: See LOGIQC Doc Owner: Executive Director, Corporate Services Version: See LOGIQC Review: Uncontrolled document once printed. Please refer to LOGIQC for latest version of this document Page 2 of 3 • Take initiative when needed to act on routine and simple actionable tasks on behalf of executive • Ensuring that a busy executive is utilising their time in the most efficient and productive way by triaging issues • Act as the principal contact point for external stakeholders, including Ministerial and Parliamentary offices, senior government officials, member and partner organisations and members of the public • Creating, co-ordinating, quality control of corporate records, documents, and reports. • Filing and retrieving corporate records, documents, and reports. • Researching and conducting data to prepare documents for review and presentation by boards of directors, committees, and executives. • Helping prepare for meetings. • Event management and co-ordination of meetings • Accurately recording minutes from meetings. • Reading and analysing incoming memos, submissions, and distributing them as needed. • Making travel arrangements for executives and board members. • Provide general administrative support.
Essential Selection Criteria • Identifies as Aboriginal and/or Torres Strait Islander. • Demonstrated understanding and commitment to Victorian Aboriginal culture and the concept and practice of Aboriginal community control. • Demonstrated ability to work with Aboriginal organisations, communities and individuals in culturally appropriate ways. • Proven experience as a high level executive assistant over 5 years • Ability to organise a daily workload by priorities. • A proactive approach to problem-solving with strong decision-making skills. • Professional level verbal and written communications skills.Doc #: See LOGIQC Doc Owner: Executive Director, Corporate Services Version: See LOGIQC Review: Uncontrolled document once printed. Please refer to LOGIQC for latest version of this document Page 3 of 3 • Exceptional organisational skills with a passion for planning, organising and prioritising administrative tasks and systems, including managing competing tasks rapidly and ensuring deadlines are met under pressure. • Excellent interpersonal skills with the ability to establish friendly and professional rapport with a complex range of stakeholders, including Board members, organisational and individual members, senior levels of government, pro bono professional support, corporate partners, and members of the public with sensitivity and diplomacy. • Capacity to represent the CEOs office, model behaviours in keeping with VACCHOs values and to maintain discretion and confidentiality. • A demonstrated capacity to support the governance needs of a not for profit organization and to provide excellent support to the Board of Directors. • Self-motivated, and demonstrated ability to work independently with minimal supervision as well as in a team to achieve outcomes. • A flexible approach, with strong organisational and planning skills, including the ability to effectively manage time and workload, prioritise tasks, and meet changing circumstances, competing demands, interruptions, and deadlines. • In depth knowledge of and capacity to efficiently use ICT and organisational systems. • Proficiency in Microsoft Office including Outlook, Excel, Word and Powerpoint.
Salary range $115 to $125 K plus Super