Executive Assistant & Office Manager

About ChildFund Australia

ChildFund Australia is an independent international development organisation working to reduce poverty for children in developing communities. Our mission is to partner to create communities and systems change, which enables vulnerable children and young people, in all their diversity, to assert and realise their rights.

We're also a member of the ChildFund Alliance – one of the world’s oldest and most experienced child-focused development agency networks. With a global network of 12 organisations, the ChildFund Alliance assists almost 23 million children and families in 70 countries around the world.

ChildFund Australia directly implements and manages development programs in Cambodia, Laos, Myanmar, Papua New Guinea, Timor-Leste and Vietnam, while also supporting projects delivered by partner organisations throughout Asia, Africa and the Americas;  our work is funded through, among other sources, generous public donations and government grants.

Join us in realising our vision of a world without poverty where all children and young people can say: "I am safe. I am educated. I contribute. I have a future."

About the role

As the Executive Assistant & Office Manager, you are responsible for improving organisational leadership and management by providing effective administrative assistance to ChildFund Australia’s Chief Executive Officer (CEO) and Executive Team (ET), and by improving the efficiency of ChildFund Australia’s Sydney Office by coordinating and managing office functions.

This role is a permanent, full-time role based in our office in Surry Hills, Sydney. We’re also supportive of flexible working arrangements, including allowing our employees to work-from-home some of those days if the responsibilities of the role permit it.

We’re always looking for talented and ambitious people to join ChildFund Australia, so we strongly encourage all applications, even if you do not feel you meet every requirement right now!

Key duties of the role

• Provide Executive Assistance to the CEO, including but not limited to diary management; domestic and international travel and accommodation arrangements; drafting, editing, and formatting correspondence and presentations; and screening mail, email, and phone enquiries
• Provide Executive Assistance to the Sydney Executive Team (ET) and overseas colleagues when required
• Support the Board of Directors with information, travel, and appointments as necessary
• Prepare agendas for Board, committee, and management meetings; attend meetings (after hours as required); and produce and distribute minutes and action items
• Update and maintain online files
• Arrange staff meetings and social events, utilising online platforms where necessary and across multiple-time zones
• Prepare budgets, and reconcile monthly credit card statements for CEO and office expenditure
• Perform project work and other ad hoc duties as necessary
• Manage the smooth running of the Sydney office; liaise with the strata manager, tradespeople, and suppliers; oversee meeting room and garage bookings
• Maintain office supplies, stationery, and amenities
• Promote and integrate gender equality, disability, and social inclusion into day-to-day work

Qualifications & Experience

• Demonstrated experience working as an Executive Assistant at a senior level (C-suite minimum)
• Relevant tertiary qualification in a business administration related discipline and/or extensive experience in a senior administration role
• Track record liaising with senior internal and external stakeholders
• Track record in project management
• Excellent verbal and written communication and interpersonal skills
• Experience managing office filing systems
• Proficiency in the use of standard software applications

Desirable Qualifications & Experience

• Experience in the International Development/NGO sector
• Experience in event management
• Demonstrated understanding of gender equality, disability, and social inclusion

Skills & Qualities

• Excellent organisational and multi-tasking skills, combined with the ability to coordinate a varied range of activities and relationships effectively
• Remains calm and effective under pressure, manages competing priorities, and consistently meets deadlines
• Excellent stakeholder manager that can work effectively with people from different backgrounds, in order to meet diverse expectations and requirements
• Flexible and responsive, highly motivated, and able to confidently work autonomously
• Demonstrated initiative, problem solving and decision-making skills
• Excellent attention to detail

Working at ChildFund Australia

Some of the benefits of working with ChildFund Australia include:

• A remuneration package continuously benchmarked against local employment conditions to ensure we offer competitive employment conditions appropriate to our sector
• Support for flexibility in the ways you work, which allows our people to to maintain a healthy work-life balance.
• A hybrid working model (we currently allow employees to work from home 50% of the time).
• Not-for-profit salary packaging benefits. This allows our employees to reduce their tax liability on a portion of their income.
• Access to mental health support through our EAP, Uprise, a service that gives our employees access to professional psychological support for personal, family, mental health, and employment-related matters for you and your family.
• Support for employee learning & development, including through on-the-job & external training, coaching, workshops, and our online learning platform, the ChildFund Academy.

Department: CEO

Location: ChildFund Australia, Level 8, 162 Goulburn Street, Surry Hills NSW 2010

Employment: Full-time

Reports to: CEO

Other Information: Must have full working rights in Australia.

Applications will be considered on a rolling basis, so please don't hesitate to apply as soon as possible!

Email us at hr@childfund.org.au if you have any other questions about the role.

ChildFund Australia believes in a global community where children are safe and can reach their full potential. We take extensive steps to safeguard children in any work done by our people, i.e., our staff, volunteers and interns, supporters, partners, board members, ambassadors and suppliers. We strive to keep children safe through child safe practices, and rigorously ensure we prevent, oppose, and combat all exploitation and abuse of children and vulnerable people. As part of this commitment, all people working with us will undergo relevant background checks before joining ChildFund Australia.

At ChildFund Australia, all staff must remain alert and responsive to any child safeguarding or sexual exploitation, abuse, or harassment (SEAH) risks. Staff will acquire the knowledge and skills needed to understand our Child Safeguarding and PSEAH policies & procedures, promote strong safeguarding practices, and conduct themselves consistent with these policies.

In line with our values, diversity of people and ideas is critical to our work and our success at ChildFund Australia. We strive for a team culture that is welcoming, inclusive, and supportive. Childfund is an Equal Employment Opportunity (EEO) employer and strongly encourages people from all backgrounds, abilities, and identities to apply for any vacancies.