XECUTIVE ASSISTANT POSITION DESCRIPTION

EXECUTIVE ASSISTANT POSITION DESCRIPTION

Approved By: Chief Executive Officer Date of Issue: January 2021 Number: Variation 02 Private and Confidential

Community First Development is a First Nations community development and research organisation that creates positive change in and with First Nations communities. We undertake social and economic development, and research projects in partnership with First Nations communities, businesses and people. Communities have control; they name the priorities and choose the design, assets, capabilities and approach to achieve their vision. We provide tailored support through community partners, skilled staff, trained volunteers, supporters and service providers.

Title: Executive Assistant Business Unit: Enabling Services Award: Social, Community, Home Care and Disability Services Industry Award 2010

Classification: 4

Reports To: Chief Executive Officer/Chief Financial Officer

Direct Reports: Nil Work Status: Part-time (25 hours/week)

Primary Objective:

I. Ensure the executive level administrative functions are fulfilled and the CEO and Board of Directors are supported to achieve their objectives and position functions.

II. Provide administrative and activity support to the Senior Executive Team.

III. Provide support to the Enabling Services Team in devising and implementing effective and efficient systems to support the functions of the organisation.

IV. Adhere to all workplace policies, including Workplace Health and Safety.

Position Dimension: Key Communication Contacts:

Without Referral to Manager Day to day operational and administrative activities including travel and meeting arrangements After Consultation with Manager Event planning Stakeholder engagement and support Collation of briefing materials and reports Distribution of key communications Operating expenditure of less than $100 Capital expenditure of less than $500 Referred to Manager

Contact Purpose/Frequency of

Chief Executive Officer

Daily Responsible for all position deliverables

Board Members As required Answering enquiries and providing administrative or secretariat support

Chief Financial Officer As required Providing analysis and administrative support

Senior Executive Team As required Providing administrative support as required



Changes in operational or strategic plans Operating expenditure of greater than $100 Capital expenditure of greater than $500

Managers and staff Daily /As required Assisting with enquiries, collaborating for better outcomes

Key Accountabilities Key Result Area Duties may include but are not limited to; Approximate

Weighting Accountable To: Performance Measures:

Provide exceptional support service and administrative assistance to CEO and Board Members

Managing appointments and the itinerary of the CEO and Board Members including booking meetings and preparing meeting requirements, ensuring the CEO has an organised and manageable schedule; Researching and preparing timely and accurate information, documentation, reports, letters and other correspondence required by the CEO and/or the Board in order to better facilitate meetings and information sharing; Logistics and secretariat support for Board or Committee meetings; and Anticipate the needs of the CEO and ensure that administrative requirements are fulfilled in advance of being required.

60% CEO Refer to Individual Achievement Plan

Provide analysis and administrative support to the Enabling Services Team

Undertake tasks in relation to corporate travel, mobile phones, IT equipment and other suppliers as necessary; Perform general administrative tasks to support the Enabling Services Team including answering telephones, managing general mail and preparing correspondence; and Undertake ad-hoc tasks such as analysis on usage of IT equipment with a view to improving usage of cost-effective technology.

15 CFO Refer to Individual Achievement Plan

Provide administrative support to the General Managers

Meet the administrative needs of the General Managers.

10 General Managers Refer to Individual Achievement Plan



Provide internal customer service

Work closely with management and staff to develop relationships and efficiently use resources; and Stay abreast of organisational needs and trends by participating in own personal and professional development programs and by maintaining a network of associates to contribute to innovation in the organisation.

10% CEO Refer to Individual Achievement Plan

Adhere to all workplace policies, including Workplace Health and Safety

Ensure familiarity of workplace policies and procedures including human resources and workplace health and safety and comply at all times. Contribute to efficient, effective and ethical investment of Community First Development resources. Take reasonable care to cooperate with actions taken to protect the health and safety of self and others.

Report all accidents, incidents and hazards to supervisor as soon as is practicable.

5% CEO 100% policy adherence

Key Challenges Qualifications and Experience Core Competencies

· Communicating with various stakeholders including Board Members, executives, supporters and government and parliamentary officials.

· Managing multiple priorities and meeting all deadlines.

· Working flexibly to prioritise support to the CEO and Board while providing support from time to time to the Enabling Services Team and General Managers.

(a) A formal qualification or equivalent combination of relevant experience and/or education/training in business administration.

(b) At least 2 years’ experience working as an Executive Assistant at a senior level or as an Office Manager, ideally within the not for profit and Aboriginal organisation sector.

(a) Demonstrated ability to maintain confidentiality and manage issues of a sensitive nature with tact and discretion.

(b) Strong organisational skills, including the ability to multi-task, prioritise work and meet deadlines.

(c) Demonstrated information technology skills including the use of Microsoft office programs and data systems.

(d) Demonstrated initiative and flexibility when faced with challenges or opportunities.

(e) Emotional intelligence demonstrated by strong team and communication skills and a capacity to build and maintain productive relationships.



(f) Capacity to travel interstate and to remote locations.

Other Notations:

This position holder may be directed to carry out additional duties that are within the limits of the employee’s skill, competence and training to assist Community First Development in meeting its overall objectives. Community First Development aims to be an employer of choice for Aboriginal and Torres Strait Islander people. First Nations people are strongly encouraged to apply. Community First Development implements a family-friendly workplace environment and supports its staff to achieve a healthy work-life balance. Community First Development has zero tolerance for improper workplace behaviour – particularly violence and abuse, illegal drug use, inappropriate alcohol use, drink-driving and corruption. All Community First Development staff must complete an AFP criminal history check. This form is available from Community First Development. This position requires compliance with all Community First Development policies and procedures.

Authorisation

We have carefully reviewed this Position Description and are satisfied that it accurately describes the requirements of the position holder: Chief Executive Officer Signature: Date: 5 January 2021



I have read the document and agree to undertake the duties and responsibilities as listed above. I acknowledge that:

• This position description is an indication of the duties and responsibilities that I may be required to undertake. Additional or other duties and responsibilities may be allocated to me with consultation. Where additional training or support is required to fulfill additional or other duties of a similar level of responsibility, it will be provided.

• This position description will be reviewed regularly in consultation with me and most likely this will occur when performance objectives are planned periodically. • The Key Performance Indicators (KPI’s), where included in this document, are indicative. KPI’s will be set by Community First Development after discussion with me, for each

year or other set period and my performance will be reviewed against those KPI’s. Position Holder Signature:__________________________ Date: _____________________________

Documents

XECUTIVE ASSISTANT POSITION DESCRIPTION