Executive Assistant and Business Support Officer

Highly organized, great communication skills and enjoy variety in your role, Be part of a team that makes a difference., A full time position based in Melbourne..

  • Are you highly organized with great communication skills and enjoy variety in your role
  • Be part of a team that makes a difference
  • A full time position based in Melbourne CBD

Business Support Officer and Executive Assistant to the CEO

The VFF is seeking an enthusiastic and organized Executive Assistant in an exciting and varied role providing high level executive support to the CEO.

About the role

The successful candidate will provide executive level administrative support and co-ordination for the CEO. The EA will collaborate with VFF staff to manage the administrative requirements of the Executive office and liaise with a wide range of internal and external stakeholders to support the CEO. This full time role will be located in the VFFs offices in Collins Street. 

Responsibilities will include ensuring telephone calls and correspondence are responded to in a timely manner and proactively managing the CEOs diary. The role involves organisation, prioritisation, establishing relationships with key stakeholders, communication with VFF staff and external stakeholders, development and improvement of processes, keeping accurate records, coordinating travel and drafting correspondence. 

The role also includes business support activities, which may include short term projects such as assisting with office fit out and organising team events.

A high level of initiative, discretion and confidentiality is vital to this role.

An affinity with agriculture, rural and regional Victoria would be beneficial

The ability to develop a strong professional relationship with the CEO is critical to the effectiveness of the Executive Assistant.  A commitment to the organisation, combined with complimentary values is essential:

United. One voice, one team, one dream.

Effective. Delivering on a clear strategy, clear goals and outcomes and communicating them.           

Professional. Treat others with respect, accountable, calm, skilled, honest, competent, positive and authentic.

Connected. Collaborate across the organisation, in touch with our members   their issues and needs and working effectively with other allied stakeholders.

Innovative. Adaptable, modern, applying ideas across commodities, teams and members.

If you would like to join a dedicated and passionate team committed to advocating for change to improve the lives of Victorias farmers, and you have excellent organizational, communication, interpersonal skills, great initiative and a positive, can-do attitude, we would love to hear from you. 

In undertaking the Business Support Officer and Executive Assistant role, responsibilities will include:

  • Provide high level executive and administrative support to the CEO.
  • Undertake business support, office administrative and short term projects and activities as directed by the CEO.
  • Assist with triaging invitations, important issues and ensuring items are followed up and responded to in a timely manner.
  • Assist with triaging invitations, important issues and ensuring items are followed up and responded to in a timely manner.
  • Manage complex and changing diaries, including; scheduling, negotiating appointments and meetings. Taking into consideration Victorian regional locations when negotiating appointments and meeting attendance for the CEO. Organising associated and supporting documentation for appointments and meetings. 
  • Effectively arrange meetings by organising and collating meeting agendas, providing confidential minute taking and distributing and co-ordinating follow up actions. This includes meeting room bookings and equipment set up, such as teleconferencing, zoom, Microsoft teams, data projector and catering. 
  • Arrange programs and/or events, to support the CEO as required including facilities, catering, issuing information or invitations, coordinating speakers, and controlling event budget as required
  • Provide secretarial and administrative support to the Board and its Committees as directed by the CEO

Skills and experience include:

Tertiary qualifications and/or demonstrated experience as an Executive or Personal Assistant with at least 5 years experience in a similar role. 

High degree of professionalism and judgement with the ability to maintain a high level of confidentiality and discretion. 

Strong written and verbal communication skills and the ability to communicate and liaise effectively at all levels, both internally and externally. 

Ability to organize and balance conflicting priorities and work to deadlines.

Advanced knowledge and experience in Microsoft Office Outlook and Word, proficiency with Zoom, Microsoft Teams and/or other virtual video communication platforms. Intermediate knowledge of Excel.

An ability to develop and support productive relationships with the capability to work both as part of team and independently.

A demonstrated understanding of, or an interest in, and empathy for agriculture.

Geographical knowledge of Victoria and regions.

This role will, at times, require hours outside of the usual business hours.

As this role entails liaising with executives, politicians, members and councilors, and involves the handling of confidential and sensitive information, the ability to maintain confidentiality and trust within the VFF is a requirement.

Australian Drivers License.

Further details:

This is a full time position. 

Remuneration will be commensurate with experience. Applicants must address the selection criteria in their application. The selection criteria can be found in the position description on the VFF website:

Applications will be reviewed as they are received and only shortlisted candidates will be contacted.


22/03/2021 $0 CBD & Inner Suburbs 1 Administration & Office Support
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