The Executive Assistant is a high performing business operator who provides timely, proactive, and responsive support to two of VACCHO’s Executive Directors. These are:

• Executive Director - Population Health
• Executive Director - Policy, Advocacy, and Communications

The role is responsible for diary management, support to prepare for meetings, correspondence with external stakeholders, prioritising and responding to meeting requests and event invitations, and liaising with the operations team around travel and accommodation. The role involves representing VACCHO’s executive team respectfully and professionally, including through the timely and efficient organising of meetings, workshops, and other engagements.

VACCHO promotes substantive equality for Aboriginal and Torres Strait Islander peoples. This is an Aboriginal and/or Torres Strait Islander designated position, classified under Section 12 Special Measures of the Equal Opportunity Act (2010). This employment opportunity is only available to Aboriginal and Torres Strait Islander peoples.

Benefits

• Working for Community in a culturally safe Aboriginal Community Controlled Organisation.
• Access to generous Not for Profit salary packaging entitlements and leave loading.
• Access to additional leave entitlements including cultural leave, purchased leave and bonus Christmas leave if employed at VACCHO into the following year.
• Organisational early finish Fridays and flexible working arrangements considered.
• Work in inner-city Collingwood with wellness spaces and end of trip facilities available.

Key responsibilities include:

• Manage the diaries of the relevant Executive Directors ensuring a balance between meeting requests and work execution.
• Support Executive Directors to ensure alignment of scheduling, travel, accommodation, and attendance at key engagements. This will include booking travel and accommodation and managing travel requests for Executive Directors.
• Liaise with Executive Managers and staff within relevant units to ensure that internal requests, briefs, and meeting requests are prioritised and managed efficiently.
• Liaise with internals and externals to ensure that Executive Directors receive, in a timely fashion, agendas and relevant papers for meetings (and like events) and are effectively briefed in advance of meetings, workshops, and other engagements.
• From time to time, support Executive Directors to pull together presentations, update and create administrative maps of work, and other like activities.

Knowledge and Experience

• Previous experience as an Executive Assistant.
• Ability to manage multiple diaries and travel arrangements effectively and proactively.
• Experience managing or maintaining an effective records system for information, documentation, and correspondence both electronic and hard copy
• Strong verbal and written communication skills with strong attention to detail
• Demonstrated proficiency and experience using Microsoft applications (e.g., Microsoft Word, Excel, Outlook, Project Management) combined with a high level of accuracy and attention to detail.
• Demonstrated knowledge and experience relevant to this role

Desirable

• Aboriginal and/or Torres Strait Islander peoples are strongly encouraged to apply as your cultural and lived experiences are central to the work we do.

Highly Regarded

• Demonstrated knowledge, understanding, and commitment to Aboriginal and/or Torres Strait Islander peoples, cultures, and health.
• Demonstrated understanding of the philosophy and practice of Aboriginal Community Control.
• Demonstrated ability to work with Aboriginal peoples, Communities, and organisations, in a culturally safe, and appropriate, manner.
• Demonstrated understanding of LGBTQIASB+ issues and experience with LGBTQIASB+ people via professional engagement, employment or lived experience.

Personal Attributes

• Excellent interpersonal skills and the ability to work with a wide range of people to develop and maintain effective working relationships at all levels.
• Demonstrated capacity to manage sensitive information, maintain confidentiality and always remain impartial.
• Self-motivated and demonstrated ability to work independently with minimal supervision, and as an effective team member, promoting cooperation and commitment to achieve goals.
• A flexible approach, with strong organisational and planning skills, including the ability to effectively manage time and workload, prioritise tasks, and meet changing circumstances, competing demands, interruptions, and deadlines.
• Personal alignment with VACCHO’s Values (see below)

Key selection criteria specific to the role

• Demonstrated knowledge and experience relevant to this role as described above.
• Demonstrated ability to manage competing workload effectively and proactively.
• Experience managing or maintaining an effective records system for information, documentation, and correspondence both electronic and hard copy.
• Demonstrated strong verbal and written communication skills.
• Demonstrated strong attention to detail.

Get in touch

For more information regarding this role including requesting the full position description, please contact [email protected]

Other employment related information

Employment is subject to satisfactory and ongoing police records check (international where relevant) and Working with Children Check.

About Us

We are a centre of expertise, policy advice, training, innovation and leadership in Aboriginal health and wellbeing.

Visit us here for more info: https://www.vaccho.org.au/

VACCHO is committed to welcoming and embracing the diversity of cultures,
identities, gender, sex, and sexually diverse identities and expressions, experiences, beliefs, and values of all people.

We believe in the right for all people to be treated with the respect and dignity at all times, and that all people who work for, govern or undertake work at or visit us should at all times feel safe and included.

About Salary Packaging

As a Public Benevolent Institute (PBI), we are able to offer generous tax concessions to our staff. For further information, please click here:
https://www.salarypackagingplus.com.au/EmployeeServices/CategoriesAndBenefits#!/PBI&charities

A position description is attached.