Executive Assistant

The ChristChurch Call Foundation seeks to hire an Executive Assistant who will provide proactive administrative support to the Secretariat and Trustees.

Responsibilities

As Executive Assistant, you will be involved in:

Executive support:

• Pro-actively and effectively manage the Chief Executive’s diary, emails and correspondence
• Prepare and process documentation on behalf of the CE Plan and organise meetings (including minute taking).
• Support business planning processes (e.g. updating registers and plans, and monitoring progress).
• Manage essential elements of the day-to-day operations including co-ordinating the delivery of regular reports and correspondence.
• Administer financial and purchasing processes on behalf of the Chief Executive and monitoring expenditure against budget as required.
• Support the communications team to monitor correspondence, referring queries to the right people and drawing attention to important and urgent tasks.
• Build collaborative and positive relationships across the Secretariat and with external stakeholders.
• Maintain contact databases and disseminating information as required.
• Provide support to the Board Secretary as needed including uploading board papers, managing catering, booking rooms and transport for board members.

Administration:

• Provide administrative support in a timely and accurate manner.
• Establish and maintain electronic and paper filing systems and procedures, and develop new systems as required.
• Manage classified documents, files and correspondence.
• Develop and maintain electronic and paper information and key contact databases, and make this information available as required.
• Arrange domestic and international meetings/teleconferences; scheduling meetings, booking rooms/call-in numbers, arranging meeting facilities, sending confirmations, preparing and distributing meeting materials.
• Make all domestic and overseas travel/visit programmes, flights and accommodation.
• Organise functions and handle administrative aspects of seminars and conferences (such as room bookings, catering requirements) in conjunction with others as required.
• Other administrative tasks as needed (e.g. inducting new staff and setting up technology for meetings).

Key attributes

• Extensive experience in managing diaries, correspondence, travel and administrative duties for senior leaders
• Ability to work with senior stakeholders to build international travel itineraries and manage travel booking administration
• Able to prioritise delivery of tasks, and communicate progress proactively
• Ability to support administrative logistics to support online and in-person forums, events and meetings
• Ability to be proactive while working in a dynamic environment
• Good verbal and written communication skills, with the ability to adapt this to a variety of audiences
• Ability to thrive in a start-up environment and happy to be hands-on in the detail
• Able to travel as needed

How to apply

The application deadline for this is September 6, 2024. To learn more and apply, please click here.