Executive Assistant to State President and Company Secretary

at  St Vincent de Paul Society

EXECUTIVE ASSISTANT TO STATE PRESIDENT AND COMPANY SECRETARY

• Provide executive assistance to State President and Company Secretary.
• Proficiency in minute taking, inbox and diary management, and coordination.
• Competitive Salary + Tax reducing Salary Packaging.

ABOUT THE ROLE

The Executive Assistant is responsible for providing high level administrative and support to the State President, Company Secretary, State Council and State Council committees.
This includes managing State Council events, including agenda preparation with the State Council President, completing high quality minutes, as well as assisting the Company Secretary in the preparation of board reports, while meeting key governance obligations and collection of information from stakeholders.
This position supports the State President and the Company Secretary 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 the Company Secretary 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, attend monthly Saturday morning State Council meetings,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 President’s and company Secretary’s diaries and calendars, 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.
• Serve as a liaison between the State President and external partners, donors, and supporters, whilst maintaining positive relationships and fostering goodwill.
• Serve as a liaison between the Company Secretary and board directors, committee members and internal stakeholders, whilst maintaining positive relationships and fostering goodwill.
• Coordinate travel arrangements, including booking flights, accommodation and logistics for the State President.
• Collate and compile data to assist in the preparation of board reports and distribute accordingly.
• Assist in meeting key Not-for-profit (NFP) governance obligations i.e. updating ACNC portal lodgement.
• Coordinate with other departments and staff members to gather information, facilitate decision-making, and implement initiatives.