Job Description

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Executive Assistant

Advertiser: Australian Institute of ArchitectsMore jobs from this company

Job Information

Job Listing Date
26 Feb 2019
Location
Melbourne, CBD & Inner Suburbs
Work Type
Full Time
Classification
Administration & Office Support, PA, EA & Secretarial

Executive Assistant

The Australian Institute of Architects is a peak professional and national membership-based organisation representing over 11,500 architects across Australia. It exists to enhance the cultural, environmental and economic well-being of the community by advancing contemporary practice and the professional capability of members and advocating the value of architecture and architects.

Role overview:

The Executive Assistant is primarily responsible for providing confidential, executive and overall administrative support to the Chief Executive Officer.  The position is also required to work collaboratively with the Executive team, providing administrative support when required. The role also works closely with the Executive Officer in the provision of governance meeting materials and logistics.

Ideal candidate:

You will have extensive experience in providing high-level support to a senior executive or equivalent in a national organization with a complex governance model.  Demonstrated ability to remain calm under pressure whilst delivering across several competing priorities, demonstrating positive and professional behaviors representative of a high performing CEO office. Maintain confidentiality and sound judgement to escalate where necessary, championing the organizational values and behaviors consistently and recognizing areas of improvement within the organization and being motivated to be part of the solution.

You will have:

  • At least 8 years of previous experience as an Executive or Personal Assistant, ideally gained within a national professional membership environment
  • Demonstrated ability to influence, engage and manage senior stakeholders through highly effective verbal and written communication skills
  • Positive, approachable and solution focused attitude
  • Exceptional logistical and organisational skills
  • Ability to develop and maintain enduring relationships with internal and external stakeholders
  • Ability to set priorities, plan workloads, meet deadlines and achieve objectives through the efficient use of time
  • Ability to show initiative, solve problems and take actions without prompting
  • Self-motivation with the ability to prioritise and work autonomously
  • Strong computer skills particularly with PowerPoint, and Word.
  • Experience in the professional membership environment will be highly desirable

Key Responsibilities: 

  • extensive calendar management and scheduling of meetings
  • field and appropriately direct phone calls in a professional manner using discretion and maintaining confidentiality
  • draft correspondence, document preparation and amendments
  • arrange complex travel itineraries both domestic and international
  • reconcile monthly corporate credit card expenses
  • provide administrative support to the Executive team as required
  • work collaboratively with the Executive Officer in the provision of governance meeting documentation and logistics

Why AIA?

As an organisation, we are committed to providing a diverse and inclusive environment. Steeped in history, the Australia Institute of Architects have been supporting the careers of Architects and the industry since 1930 and are committed to driving change and innovation internally and for our members. The successful candidate will be supported by a strong management and leadership team as well as a wider network of national and state-based peers.

The Australian Institute of Architects is a peak professional and national membership-based organisation representing over 11,500 architects across Australia. It exists to enhance the cultural, environmental and economic well-being of the community by advancing contemporary practice and the professional capability of members and advocating the value of architecture and architects.

Role overview:

The Executive Assistant is primarily responsible for providing confidential, executive and overall administrative support to the Chief Executive Officer.  The position is also required to work collaboratively with the Executive team, providing administrative support when required. The role also works closely with the Executive Officer in the provision of governance meeting materials and logistics.

Ideal candidate:

You will have extensive experience in providing high-level support to a senior executive or equivalent in a national organization with a complex governance model.  Demonstrated ability to remain calm under pressure whilst delivering across several competing priorities, demonstrating positive and professional behaviors representative of a high performing CEO office. Maintain confidentiality and sound judgement to escalate where necessary, championing the organizational values and behaviors consistently and recognizing areas of improvement within the organization and being motivated to be part of the solution.

You will have:

  • At least 8 years of previous experience as an Executive or Personal Assistant, ideally gained within a national professional membership environment
  • Demonstrated ability to influence, engage and manage senior stakeholders through highly effective verbal and written communication skills
  • Positive, approachable and solution focused attitude
  • Exceptional logistical and organisational skills
  • Ability to develop and maintain enduring relationships with internal and external stakeholders
  • Ability to set priorities, plan workloads, meet deadlines and achieve objectives through the efficient use of time
  • Ability to show initiative, solve problems and take actions without prompting
  • Self-motivation with the ability to prioritise and work autonomously
  • Strong computer skills particularly with PowerPoint, and Word.
  • Experience in the professional membership environment will be highly desirable

Key Responsibilities: 

  • extensive calendar management and scheduling of meetings
  • field and appropriately direct phone calls in a professional manner using discretion and maintaining confidentiality
  • draft correspondence, document preparation and amendments
  • arrange complex travel itineraries both domestic and international
  • reconcile monthly corporate credit card expenses
  • provide administrative support to the Executive team as required
  • work collaboratively with the Executive Officer in the provision of governance meeting documentation and logistics

Why AIA?

As an organisation, we are committed to providing a diverse and inclusive environment. Steeped in history, the Australia Institute of Architects have been supporting the careers of Architects and the industry since 1930 and are committed to driving change and innovation internally and for our members. The successful candidate will be supported by a strong management and leadership team as well as a wider network of national and state-based peers.

The application form will include these questions:
  • How many years' experience do you have as an executive assistant?
  • What's your expected annual base salary?
  • How much notice are you required to give your current employer?

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