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Executive Assistant Reports to This position reports to the Chief Executive Officer Organisational context The Community Enterprise™ model is a franchise-based business that builds prosperous and sustainable regional communities by aggregating local demand for services like telecommunications and meeting that demand through a local, community-owned company. The model captures capital that would be lost to the region and reinvests it locally, creating new jobs and opportunities. There are several Community Telco’s all over Australia and the number is growing. Based in Bendigo, Community Telco Australia provides the technology, systems and know-how that enable Community Telco’s to offer professional telecommunications services and a competitive range of products. We value and encourage innovation in our staff, and our systems and product development. The Executive Assistant position provides professional executive assistance to the CEO, administrative support to the management team and coordination of the day-to-day operations of the office. Job summary Assist the CEO to operate in an efficient and effective manner and that the corporate objectives are achieved. Provide a range of high level, confidential, project management, secretarial and administrative support functions to the CEO and management team. To provide customer service and administrative support to manage the day-to-day operations of the office. Duties and responsibilities Provide high level confidential, administrative, secretarial and executive support services to the CEO including documentation preparation, diary maintenance, arranging and scheduling appointments and meetings. Screen and attend to a broad range of confidential and sensitive enquiries and telephone requests and ensure appropriate follow up action is taken. Communicate effectively and tactfully to obtain cooperation from management and staff at all levels and deal professionally with the public and external companies. Administration of Human Resources activities, inclusive of the management of employee records, preparation of employment contracts, position descriptions and other HR documentation as necessary. Co-ordination of the Company Wellbeing program. Community Telco Australia Pty Ltd ABN 93 094 908 326 Research and investigate issues and prepare correspondence as required. Review incoming correspondence, distribute material to appropriate personnel. Manage the ordering of all travel for the company. Exercise considerable discretion and judgement and provide pro-active solutions to administration issues. Identify and implement opportunities for efficiency improvements. Coordinate and manage key events and conferences including provision of logistical support for all attendees. Key performance indicators Efficient management of a range of high level, confidential, secretarial and administrative support functions for the CEO including diary and email management. Operate with minimal guidance, prioritise workloads and continuously improving work practices and provide pro-active solutions to problems. Correct and efficient ordering of all travel for the company. Provide pro-active solutions to administration issues. Develop effective working relationship with internal and external stakeholders. Management of all key events. Key selection criteria Demonstrated experience in the provision of high level, confidential, secretarial and administrative support at senior management level. Demonstrated communication and interpersonal skills including the ability to communicate effectively and tactfully to obtain co-operation from management and staff at all levels and deal professionally with the public and external companies. High level keyboard and computer skills, including Microsoft Office (Word, Excel and Powerpoint) and Outlook email and diary system. Demonstrated strong planning, coordination, organisation and time management skills, along with initiative and a pro active approach. Organisational and time management skills and capacity and willingness to be flexible, accept direction and possess a positive and professional approach to tasks. Proven ability to effectively operate with minimal guidance. Demonstrated investigative, problem solving and judgement skills. Qualifications An appropriate tertiary qualification or extensive experience of providing administrative or support services in an executive environment. Behaviours and Competencies Organisational awareness o Understands the structure and priorities of the organisation and uses formal and informal relationships Verbal communication/presentation skills o Confidentially and conveys information in a clear and concise way. Problem solving o Liaises with stakeholders, identifies and proposes solutions. Positive and professional approach o Approach duties in a willing and appropriate manner Service excellence o Looks beyond the obvious to provide outstanding levels of service.
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