Position Title:

Executive Assistant

Location:

SAM, 530 Wyndham Street, Shepparton VIC 3630

Team/Department:

Business Services

Employment Status:

Full time

Hours per week:

38

Employment type:

Permanent

KPI:

• Provide high level secretarial and administrative support to the Senior Leadership Group (SLG)
• Management of the SLG’s diaries to maximise strategic and efficient focus of their time and commitments
• Provide telephone support for the SLG
• First point of contact for many stakeholders
• Preparing PowerPoint presentations and
speaking notes
• Management of executive correspondence,
which includes writing draft letters, responses,
and liaising with relevant staff to prepare a
response
• Make necessary arrangements for SLG travel
and accommodation needs
• Coordinate the reconciliation of SLG's monthly credit card statements
• Develop expertise in relevant fields to write
reports and prepare external correspondence
• Provide short-term administrative relief
support across the Museum as required
• Provide assistance and training (where
relevant) to department staff in relation to SAM's business processes and systems

KPI:

• Undertake secretarial duties (including Board and Committee agendas) including collating supporting documentation, distribution of documentation, attendance at meetings, minute taking and recording actions, and distributing actions sheets and following-up actions arising from meetings in a timely manner
• Monitoring and follow-up of all outstanding
actions arising from various meetings
• Organise Management meetings and periodic
planning meetings, and participate where
required
• Undertake the event management tasks for
certain meetings (venue booking, invites,
catering etc.)

KPI:

• Maintaining excellent relationships with staff,
the SLG, SAM Board, Board sub-committees and SAM Foundation Board.
• Work collaboratively with the whole team and
work effectively with a broad range of internal
and external stakeholders
• Develop and maintain a general knowledge of
projects and processes within the organisation
and recognise events which may impact the
SLG
• Ability to maintain confidentiality at all times
• High level of enthusiasm, motivation, and initiative

KPI:

• Take reasonable care for own safety and that of others at work.
• Follow instructions from managers and supervisors to protect personal health and safety and that of others.
• Ensure a safe workplace is maintained in both internal and external environments through communication and implementation of OH&S Legislation, and SAM OH&S Policies and Procedures.
• Active participation in OH&S training and support activities taken by the organisation to comply with OH&S legislation.
• Use safety devices and PPE correctly and when required.
• Ensure hazards, incidents, near misses and
injuries are reported immediately
• Compliance with Health and Safety guidelines, ensuring all emergency and evacuation procedures, training records and venue checking procedures are adhered to
• Willingness to obtain First Aid, CPR and Fire
Warden Accreditation

Qualifications:

• Relevant certificate/diploma/degree or demonstrated experience (minimum 3 years) as an Executive Assistant (or similar) to a Senior Manager

Experience

• Experience in small event management (up to 20 persons)
• Experience providing secretarial duties at board level

Capabilities

• Demonstrated high level of competence in the operation of MS Suite of applications including Word, Excel, Power Point and Outlook with a high standard of presentation and accuracy
• Excellent time management skills with the ability to handle competing priorities and multiple projects effectively
• Excellent grammar, spelling, punctuation and expression for preparing briefing notes, correspondence, minute taking, and emails for and on behalf of the SLG
• Knowledge of the visual arts and the operations of public art museums would be advantageous
• A strong ability to demonstrate sound judgement, critical thinking, and initiative