POSITION INFORMATION

The Executive Assistant sits within the corporate support team located at the Brunswick Town Hall. The position provides support to the Operations Manager as well as administrative services to support the central systems that assist with the successful execution of key organisational events or activities as well as effective program operations. While reporting directly to the Operations Manager, the Operations Executive Assistant does not form part of the Executive Leadership Team. 

KEY RESPONSIBILITIES

• Schedule meetings and appointments (diary management) for the Operations Manager.

• Provide secretarial support of meetings for the Operations Manager.

• Monitor and support scheduling and progressing of tasks/actions from committee meetings, and other meetings as required by the Operations Manager. • Assist the Operations Manager with the drafting of letters and communications

• Support the Operations Manager to produce and organise high quality documentation and correspondence including internal documents, proposals, reports, power point presentations, and reports for meetings and stakeholder presentations.

• Provide secretarial support to committees and meetings as requested by the Operations Manager.

• Assist with formatting of documents.

• Update office templates, forms and documentation as necessary, ensuring branding is always up to date and consistent with Hope Street style guidelines.

• Set up electronic files as per Hope Street’s records management system.

• Complete filing and archiving associated with functions of this position.

• Provide administrative and logistics support for Hope Street events such as the All-Team Days, program launches, end of year celebrations, Operations Manager presentations.

• Make recommendations to improve systems and processes and create efficiencies where possible.

General

• Adhere to Hope Street’s values of Fairness, Collaboration, Social Justice, Integrity, Diversity and Hope.

• Adhere to the Child Safe Standards and Hope Street Code of Conduct.

• Comply with organizational policies and procedures as updated from time to time.

• Maintain a safe environment at all times.

• Undertake a police check prior to commencement and every three years thereafter and inform Hope Street immediately of any convictions.

• Maintain an up to date Working with Children Check.

• Actively participate in supervision and performance review procedures.

• Contribute to a positive organizational culture.

• Actively work individually and collectively to achieve a service and work environment where equality of opportunity, access and inclusion are fostered.

• Undertake other duties as requested.