Executive Assistant, Rhodes

Be responsible for providing high-level secretarial and administrative support to the Executive Ministry Director and the executive team.

Position Title: Executive Assistant

Reports To: Transitional Executive Ministry Director

Location: In person at Level 3, Building B, 1 Homebush Bay Drive, Rhodes (and some flexible work arrangements as agreed).

Hours: Full time

Employment: Initial 12-month contract.

Download Position Description

Position Overview

The churches of Christ in NSW & ACT are a network of churches passionate about Unity, Restoration, and Life in Jesus!

The role is responsible for providing high-level secretarial and administrative support to the Director of Ministry (Interim) and the executive team.

The role is also a member of Network Resource Team (NRT), providing support to the staff and stakeholders in alignment with the values and ethos of churches of Christ in NSW & ACT.

Key Responsibilities

Reporting to the Director of Ministry (Interim) you will be responsible for:

Executive Assistance

• Contribute to Director of Ministry’s effectiveness by identifying, prioritising and determining urgency of the critical issues for management, attention and support.
• Coordinate and maintain the Director of Ministry’s diaries including managing competing priorities, arranging meeting schedules, monitoring email and telephone calls to optimise operational efficiency.
• Maintain digital records of meetings, outcomes and relevant Executive or Board information collected, in a clear and consistent manner, including storage, retrieval, archiving and disposal.
• Set up and facilitate meetings, conference calls, functions and conferences, including minute taking and catering for as required.
• Understanding political or critical issues that may require immediate attention of the Director of Ministry.
• Exercise discretion and ensure confidentiality of information is maintained.

Administrative Support

• Directly coordinate administration tasks as directed by Executive or delegate as required, including support with events, communications.
• Reconciliation of corporate credit card for the Director of Ministry.
• Arrange all travel and accommodation bookings for the Director of Ministry.
• Maintain strategic, legal and administrative documentation.
• Other activities as required by the Director of Ministry within the scope of this position.
• Support and assist Network Resource Team for key events and transitions.
• Facilitate pastoral support for staff or leaders in the network as directed by the Director of Ministry.

Governance Support

• Work with the Governance Advisor and Director of Ministry in the collation of board papers ready for review prior to each meeting.
• Coordinate logistics/hospitality for Conference Executive retreats and board events, including collating and storing of key documentation.
• Ensure documents are digitally stored from Conference meetings as required.
• Collaborate and assist with the coordination of the Conference Annual General Meetings (AGM) and Special Meetings as required.
• Provide support to Conference Executive sub committees and working groups, including liaising with church elders and leaders, as appropriate.
• Actively participate in any other special projects as directed.

Stakeholder Management and Service

• Prioritise relational value for stakeholders and embody a ministry of presence in alignment with CCNSWACT ethos.
• Provide a listening ear to internal and external stakeholders with gentleness and discernment.
• Triage requests and facilitate communication between stakeholders and the EML, with particular reference to matters of conflict and resolution.
• Liaise and collaborate with Executive Leaders of all ministries/agencies, other denominational leaders and their assistants as directed by the Director of Ministry.
• Ensure confidentiality of all information with internal and external stakeholders and in compliance with the organisation’s privacy policy.
• Promote and contribute to a collaborative and positive team environment, including active participation in team meetings, and problem solving to assist in the delivery of services to internal and external stakeholders.
• Participate in providing input and communication for organisation-wide activities as required.
• Record and respond to complaints and concerns and escalate appropriately as required.

Key Selection Criteria

Mandatory:

• Qualifications in Business Administration with more than 10 years’ experience (or equivalent transferrable skills), prior service to an Executive team and Board and demonstrated competency in the following core requirements.

• Superior attention to detail and accuracy.

• High proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint).

• Demonstrated ability to identify stakeholder needs and provide appropriate services.

• Demonstrated time management skills and ability to prioritise work in midst of competing demands.

• Evidence initiative, interdependence as well as the ability to take direction well.

• Demonstrated ability to communicate with persons from various levels and positions within the organisation.

• Excellent verbal and written communication skills.

• Demonstrated ability to recognise need for change and innovation and to implement change for the benefit of stakeholders.

• Willing and able to work within a Christian context and churches of Christ in NSW & ACT philosophies, vision and values.

• Current NSW Driver’s License.

Desirable:

• Degree-qualified

Applications

Please submit a covering letter and resume via the Christian Jobs Australia portal HERE.