ORGANISATIONAL CONTEXT:
MCWA has been supporting the ageing, elderly and those living with a disability for over 40 years to access essential services that assists the community to continue live at home whilst maintain their dignity. Initial focus on providing services to the Macedonian community, MCWA today is focused on support the CALD community.
MCWA is governed by a Board of Directors that are elected according to the requirements set out in MCWA’s Constitution. The organisation operates in Victoria, and head office is located in Bundoora, VIC 3083.
The current services provided to the ageing Macedonian and more broadly the CALD community, and people living with a disability include (but are not limited to):
- Home Care Packages (HCP)
- CHSP funded programs
- HACC PYP funded programs
- Complete Care Program
- Other support services and projects for the ageing, and elderly community, and those living with a disability.
Purpose of the Position:
The Executive Assistant will provide executive level support and coordination for the Chief Executive Officer.
This position performs a full range of secretarial and administrative support functions and must display prompt, courteous and effective communication with both internal and external stakeholders at all times.
Responsibilities for this position include, but are not limited to:
Chief Executive Officer and Board Support
- Calendar Management: Manage and maintain the CEO's schedule, coordinate appointments, and ensure efficient time management. Schedule meetings, conferences, and travel arrangements as needed.
- Inbox Management: Manage and maintain the CEO’s email inbox, ensuring incoming emails are filed appropriately based on urgency and sensitivity of information.
- Communication: Act as a gatekeeper for the CEO, handling incoming emails, calls, and inquiries. Draft and proofread correspondence on behalf of the CEO.
- Documentation: Prepare and maintain reports, presentations, and documents. Organise and manage digital and physical files, ensuring easy access to important information.
- Meeting Support: Prepare meeting agendas, materials, and minutes as required. Coordinate logistics for executive meetings and events.
- Travel Coordination: Arrange travel itineraries, accommodations, and transportation for the CEO and other team members when necessary.
- Stakeholder Engagement: Interact with internal and external stakeholders on behalf of the CEO, maintaining a professional and responsive demeanor.
- Project Assistance: Assist in various projects and initiatives as directed by the CEO, which may include research, data analysis, and presentation preparation.
- Confidentiality: Handle sensitive information with the utmost discretion and maintain strict confidentiality.
- Sign Off: Manage the sign off process of documents to ensure that all information is accurate prior to CEO sign off. Organise documentation by urgency when signature is required.
Occupational Health and Safety & Risk Management
The following applies to all staff:
- Act in a responsible manner that complies with OHS legislation, MCWA policies and the Employee Code of Conduct to ensure the health and safety of you and other employees and all other people in the workplace.
- Contribute to making MCWA as risk free as possible for all employees, volunteers, consumers and other people in the workplace.
- Take all reasonable action to protect MCWA assets from damage and or loss.
- Identify, report any hazards/risks, incidents or OHS issues observed in the course of their duties that have occurred, or have potential for injury/illness to people or damage to/loss of MCWA assets.
- Support a safe and healthy working environment in accordance with the safety components of the MCWA Safety Policy, Occupational Health and Safety Act 2004 (including amendments) and related regulations, codes of practice and standards.
- Complete all OH&S incident reporting documentation.
- Continue a culture of continuous improvement to OH&S management systems.
- Conduct a Risk Assessment for each program and review every 6 months.
Qualifications:
- Proven experience as an Executive Assistant or in a similar administrative role is desirable.
- Excellent organizational and time-management skills.
- Strong communication and interpersonal abilities.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
- Ability to multitask and prioritize tasks effectively in a fast-paced environment.
- High level of professionalism and discretion.
- Knowledge of the aged care industry or healthcare sector is a plus but not required.
Benefits:
Ability to commute/relocate:
- Bundoora VIC: Reliably commute or planning to relocate before starting work (Required)
Application Question(s):
- Your executive has given you an urgent task that needs to be completed immediately, while you already have several high-priority tasks and commitments. How would you manage the situation without becoming overwhelmed?
Experience:
- Executive Assistant: 5 years (Required)
Work Location: In person
