Job Description
EGM are partnering with Community Business Bureau (CBB) to recruit an Executive Officer to assist the CEO.
CBB is a national, charitable not-for-profit organisation (Public Benevolent Institution) and a recognised Australian Social enterprise.
The position of Executive Officer outlined here is a senior administrative role within CBB, offering a variety of responsibilities supporting the CEO and senior leadership team. The role has a significant focus on governance, project management, and high-level coordination. Below is a breakdown of the key components:
Position Overview
The Executive Officer provides direct executive and governance support to the CEO, ensuring the seamless operation of the executive office. The role involves handling confidential matters, managing the CEO's schedule, coordinating Board activities, and offering administrative assistance for special projects. The position also involves fostering cross-departmental collaboration and helping the organization meet its strategic objectives.
Key Responsibilities:
-
Executive Assistant to the CEO
- Manage the CEO's Schedule: Oversee the CEO’s calendar, including meetings, appointments, travel, and events.
- Prepare Materials for the CEO: Assist with preparing meeting agendas, reports, presentations, and briefing materials.
- Manage Communications: Screen and handle CEO communications (phone calls, emails, etc.) with discretion, often responding on the CEO's behalf.
- Coordinate Team Inputs: Help in gathering information and reports from the team for the CEO, including key organizational reports.
- Event Coordination: Organize and manage events as needed, including hospitality and catering arrangements.
-
Governance and Board Support
- Support Board Activities: Handle administrative tasks related to Board meetings, including scheduling, document preparation, and taking minutes.
- Maintain Governance Records: Ensure that records related to the Board and committees (e.g., registers, resolutions, action items) are kept up to date.
- Assist with Governance Compliance: Help ensure Board procedures and policies are followed, supporting the CEO and Board in governance matters.
- Organize Meetings and AGM: Arrange and coordinate Board meetings, including setting agendas and managing logistics for special meetings, resolutions, and AGMs.
- Induction of New Board Members: Assist with the orientation and induction of new Board members.
-
Special Project Support for the Senior Leadership Team
- Support with Corporate Governance: Assist the CFO with governance-related tasks, including Board policies, agendas, and compliance.
- Coordinate Special Projects: Provide project management support, helping ensure the successful execution of cross-departmental projects.
- Policy Management: Assist with the review and drafting of policies, ensuring compliance and proper documentation.
- Report Tracking: Keep track of project milestones and provide regular updates on project progress to stakeholders.
- Strategic Planning: Contribute to the development of strategic plans, business cases, and executive presentations for major initiatives.
-
Work Health & Safety (WHS) Practices
- Ensure that the work environment adheres to WHS safety policies and procedures, maintaining a safe office and ensuring equipment is in good working order.
-
Cultural Sensitivity
- Promote and uphold the organization’s values and cultural diversity, ensuring sensitive engagement with the customer base of the Community Business Bureau (CBB).
-
Additional Requirements
- Occasional Evening/Weekend Work: Flexibility to support the CEO or Board outside standard hours.
- Travel Requirements: Occasional travel to support the CEO at offsite meetings or conferences.
-
Other Duties
- Professional Development: Take initiative in maintaining professional development and enhancing personal skills.
- Compliance: Ensure that all activities are compliant with organizational policies and procedures, as well as legislative requirements.
Skills and Abilities
- Exceptional Organizational Skills: Ability to manage competing demands and prioritize tasks effectively in a fast-paced environment.
- Strong Communication: Excellent verbal and written communication skills for interacting with senior leadership and external stakeholders.
- Attention to Detail: High accuracy in all administrative deliverables.
- Discretion and Confidentiality: Ability to handle sensitive and confidential information with the utmost professionalism.
- Time Management: Ability to juggle multiple priorities and meet deadlines.
- Project Management Skills: Proficiency in organizing and tracking special projects across departments.
- Technological Proficiency: Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms (e.g., Zoom, MS Teams).
Qualifications and Experience
- Experience: Minimum of 5 years as an Executive Assistant or Personal Assistant to C-suite executives, ideally with experience supporting governance functions for a Board of Directors.
- Project Management Experience: Experience in managing cross-departmental projects and initiatives.
- Governance Knowledge: Familiarity with corporate governance, compliance standards, and legislation (e.g., ASIC, ACNC, Corporations Act).
- Education: A Bachelor’s degree in business administration or a related field is preferred, but extensive experience is highly valued.
Special Conditions
- Police Check: A current National Police Check is required.
- Driver’s License: While not essential, a valid driver’s license would be advantageous.
- Travel and Flexibility: Travel and occasional evening/weekend work may be necessary.
This role requires a highly organized and proactive individual capable of managing multiple stakeholders, sensitive information, and high-level executive and governance functions. It’s ideal for someone with significant executive assistant experience and a strong understanding of governance and project management, within CBB's organisational structure.