Executive Assistant to State President

Executive Assistant to State President

• Location: Box Hill
• We make an incredible difference in the lives of over 300,000 people every year.
• Hybrid working model.
• Part-time opportunity (4 days a week)

About St Vincent de Paul Society

We are the St Vincent de Paul Society Victoria or, more fondly, Vinnies Victoria. For more than 170 years we have been providing practical and compassionate support to people across Victoria whose daily struggles can include putting food on the table, paying essential utilities and ensuring their children remain at school to obtain an education.

About the Role

The Executive Assistant is responsible for providing high level administrative and support to the State President, State Council and State Council committees. This includes managing State Council events, including agenda preparation with the State Council President, completing high quality minutes, and following up on action items, supporting the State President with their inbox and calendar management, scheduling appointments, handling correspondence, preparing presentations, and coordinating travel to ensure the operational effectiveness of the State President and to enable the Society to fulfil its mission.

Responsibilities:

• Plan, co-ordinate and arrange monthly State Council meetings, which includes support to establish the agenda, attending the Saturday morning State Council meeting and take quality minutes, and follow up on action items.
• Prepare and distribute meeting agendas, minutes, reports and presentations for State Council Committee meetings and organisational events. 
• Manage the State Presidents diary and calendar, including scheduling appointments, confirming travel arrangements, and tracking expenses.
• Act as the primary point of contact for internal and external stakeholders, exercising professionalism, diplomacy, and discretion.
• Answer and screen phone calls, and direct them to the appropriate person or department.
• Receive and respond to email and correspondence, including confidential information and prioritise and respond promptly to urgent matters.
• Foster effective communication and collaboration between the State President and internal teams, ensuring alignment with organisational goals
• Coordinate with other departments and staff members to gather information, facilitate decision-making, and implement initiatives
• Serve as a liaison between the State President and external partners, donors, and supporters whilst maintaining positive relationships and fostering goodwill.
• Collate and compile data for prepare monthly reports and distribute accordingly
• Coordinate travel arrangements, including booking flights, accommodation and logistics for the State President

The Person:

• Excellent organisational and time management skills with the ability to manage multiple priorities and meet deadlines
• Exceptional verbal and written communication skills, with strong attention to detail
• Strong interpersonal skills, ability to work collaboratively and build relationships
• Proficiency in using productivity tools, such as Microsoft Office suite (Word, Excel, PowerPoint, Outlook)
• High level of professionalism, integrity, and discretion when handling sensitive information
• Familiarity with the non-profit sector and an understanding of its unique challenges and opportunities
• Ability to work independently and as part of a team and
• High level of discretion and ability to display initiative
• Discreet and ability to maintain confidentiality
• Prepared to vary normal working hours including weekends and evenings to facilitate work of the State Council

 Why work for us?  We offer:

• Salary packaging, sometimes called salary sacrificing is a huge attraction here! It is a popular way of providing employees in the community sector with tax benefits over and above their salary. It means the real value of a salary package can be significantly higher than the nominal value.
• We like to have a laugh and you will always find some sort of chocolate or cake in our work area… be prepared!
• We make an incredible difference in the lives of over 300,000 people every year.
• We offer a place where you know you are contributing to an organisation committed to helping others. We are passionate about #Social Justice.
• We have some great talent who are happy to share their experience and skills to help you on your way.
• We are complex in our design which always makes work interesting.

Where good happens #Goodworks  

Please click here a copy of the Position Description.

Applications close: 28th April 2024 - Please don’t delay in submitting your application as applications will be reviewed upon submission.

Please note that prior to any commencement to employment, pre-employment checks must be completed. This will include reference checking, a national criminal history and right to work check, a working with children check, and some roles require a psychometric assessment.

St Vincent de Paul Society Victoria is proactive in supporting child safety.

We value diversity and aim to build an inclusive environment that champions, embraces and respects differences.

We encourage applications from Aboriginal and Torres Strait Islander people, and people of all abilities, cultures, sexual orientations, and gender identities and expressions.