The Executive Assistant is primarily responsible for providing executive and administrative support to the Director and other associated tasks and promote efficient delivery of services and effective management of the Treasury Unit.
The Executive Assistant reports to the Director of Finance, Business Operations and Special Projects and works closely with the Province Treasurer, Province Socius, General Manager – Financial Services and Property Manager. You are primarily responsible for providing executive and administrative support to the Director and other associated tasks and promote efficient delivery of services and effective management of the Treasury Unit. The incumbent must maintain a high standard of professionalism, efficiency, personal communication, discretion and independent judgment. In working with internal and external stakeholders, including board members, she/he deals with a wide range of highly sensitive issues under tight deadlines/pressures.
Executive Assistant Responsibilities
- Organise and manage a comprehensive diary, and travel and accommodation including prioritising and resolving related conflicts and competing demands, proactively scheduling important meetings with internal and external key stakeholders.
- Manage the flow of information to the Director.
- Screening emails, responding and/or actioning as required.
- Performs general clerical duties to include but not limited to, scanning, copying, faxing, filing, and data entry.
- Collects and opens mail addressed to the Director, forwards correspondence to appropriate staff for action.
- Organise functions, events, workshops, and meetings which are related to Treasury and Business Operations.
- Develop Project Plans.
- Some local and interstate travel may be required.
Business Operations (Governance) Responsibilities
- Extensive preparation and revision of reports, business papers, emails, agenda’s, Board/other meeting support, and presentations.
- Establish and implement organisational systems and processes to ensure a smooth running and efficient office including maintaining electronic and manual files and keeping records up to date, secure and accessible (Governing Entities, Board/Committee Members, IP and Trademarks);
- Support the development, implementation, review and improvement of organisational Policies, procedures and practices.
- Assist in the preparation and distribution of Board Resolutions.
- Coordinate staff participation in meetings/events/ consultations.
- Update the intranet and organisational registers
- Record, prepare and distribute meeting minutes and maintain organisational records.
- Research, collect and analyse data and other information to prepare reports and documents.
- Work closely with the Society of Jesus, Lawyers, Auditors and other external professional agencies.
- Assist the Director in their capacity as Company Secretary to entities within the Society of Jesus.
- Work closely with the Province Socius.
- Assist the General Manager - Financial Services in scheduling Annual Audits (Internal and External);
- Provide Assistance to the Province Treasurer and Province Finance and Building Committee as required.
- Work closely with the General Manager - Financial Services to ensure all compliance Reporting (Internally and Externally) is scheduled and Compliance Reports are submitted.
- Provide assistance and backup (including basic Bookkeeping)to the Treasury team as required.
Director of Treasury and Business Operations Areas of Responsibility
- Treasury (Financial Management, Investment, Budget, etc). Procurement;
- Property Management.
- Civil Governance.
- Financial Reporting (ROME)/ Government.
- Information Technology.
- Company Secretary.
- Asset Management.
- Audit Services.
- Risk & Compliance
- Fleet Management.
- IP and Trademarks.
- Human Resources
Safeguarding Children and Young People
The Australian Province of the Society of Jesus takes child protection seriously, you are required to meet the behaviour standards outlined in our Code of Conduct. All employees receive a copy of the Code of Conduct as part of their induction.
Therefore, as a part of your duties and responsibilities, you are also required to:
- Provide a welcoming and safe environment for children and young people.
- Promote the safety and wellbeing of children and young people to whom we provide services.
- Ensure that your interactions with children and young people are positive and safe
- Provide adequate care and supervision of children and young people in your charge.
- Act as a positive role model for children and young people.
- Report any suspicions, concerns, allegations, or disclosures of alleged abuse to management.
- Maintain a valid Working with Children Check; and
- Undergo periodic ‘national criminal history record’ checks and report any criminal charges or convictions you receive during your employment that may indicate a possible risk to children and young people.
Position Description (PDF)
Please direct your application to: [email protected].
For further enquiries please call Glenn Osmand on 03 9810 7333