YouthCARE is one of Western Australia's largest not-for-profit organisations. YouthCARE aims to create positive school communities, where students are empowered and encouraged to be the best they can be. Each year YouthCARE Chaplains help thousands of students, staff and family members in Western Australian public school communities by providing an essential social, emotional and mental health support service.
We are currently seeking a highly professional and organised Executive Assistant to support our CEO and Board. As the Executive Assistant, you will be the primary point of contact for all external and internal inquiries engaging with the CEO.
Reporting to the Manager of the Office of the CEO (MOCEO), you will provide exceptional and confidential administrative support, facilitating smooth communications and operations within the CEO’s office.
This is a pivotal position, ideal for a proactive and detail-oriented individual who thrives in a fast-paced environment and is dedicated to ensuring the CEO’s office runs efficiently and effectively.
Key Responsibilities
- Calendar Management: Proactively manage the CEO’s calendar, prioritising meetings and appointments to maximise time efficiency.
- Diary Coordination: Planning, schedule, and reschedule meetings, anticipating needs and avoiding conflicts.
- Email & Correspondence Management: Oversee the CEO’s inbox, categorising and ensuring prompt responses to key messages.
- Executive Communication: Manage all incoming inquiries to the Executive inbox, ensuring appropriate action is taken.
- Meeting Preparation & Support: Ensure meeting rooms are ready with necessary resources, materials, and technology.
- Travel Coordination: Organise all travel arrangements for the CEO, including flights, accommodations, logistics, and team member arrangements.
- Financial Administration: Reconcile the CEO’s credit card transactions, ensuring compliance with company policies.
- Visitor Management: Greet and manage visitors to the CEO, ensuring a professional and welcoming experience.
- Phone & Call Management: Handle CEO office phone inquiries, ensuring timely follow-up and resolution of matters.
- Mail Management: Process incoming mail for the CEO, ensuring proper sorting and prioritisation.
- Drafting Correspondence: Prepare letters, documents, and presentations on behalf of the CEO.
- Confidentiality & Discretion: Maintain the highest levels of confidentiality and professionalism in handling sensitive information.
- Documentation Preparation: Organise reports, presentations, and other documentation for meetings and events.
- Event Planning & Coordination: Plan and execute CEO and Board events, including logistics, catering, and guest management.
- Project Support: Assist in the management of CEO projects and strategic initiatives, ensuring tasks are completed efficiently and on time.
- Meeting & Agenda Management: Prepare agendas and meeting materials, and record minutes to ensure productive meetings.
General
- Perform other duties as directed by the CEO and MOCEO.
- Uphold the Vision, Mission and Values of the organisation.
Essential Criteria
- Proven experience in an Executive Assistant role, ideally supporting C-suite or other high-level positions.
- Strong communication skills, with the ability to manage both internal and external relationships professionally.
- Excellent time management and organisational skills with the ability to prioritise multiple tasks effectively.
- High attention to detail, particularly when managing confidential information.
- Ability to draft clear, professional, and well-structured emails, letters, and other correspondence, with impeccable grammar and attention to detail.
- Proficiency in MS Office Suite and relevant office software.
To apply, please submit your resume and cover letter outlining your experience and qualifications.
Applications close on 24 January 2025
Does this sound like the job for you? Then send a copy of your resume and a cover letter, no more than two pages, addressing the selection criteria to employment@youthcare.org.au
*Strictly no agency applications.
