Executive Assistant

To the Director of 

Communications & News Media

About the Organisation

The Communications team is committed to building our Catholic family in our Archdiocese by connecting people with the Church, supporting priests in strengthening parish life and focusing on Gods call to love through evangelisation, continued education and service.

The Communications Team is at your service and is here to support parishes, schools and agencies in telling their story to the people of this Archdiocese.

About the Role

The primary purpose of the Executive Assistant, to the Director Communications & Media is to provide efficient, professional and confidential executive support to the Director using a range of effective and high-level administrative skills, including assisting the Director on liaising with agencies, special projects both internal and external to the Archdiocese and other related tasks.

The role also includes administrative support to the staff of the Evangelisation Office, responding to the needs of the office and to requests of the Director of the Evangelisation Project in their oversight of the office.

This role is a permanent full-time position and is based in the Polding Centre, located in the Sydney CBD.

Responsibilities

The primary responsibilities of the Executive Assistant role is to provide support and reduce the administrative workload of the Director with the following duties:

  • Provide support to the Director through the provision of diary management, coordination of meetings, organising pre- briefings where required and recording minutes
  • Process correspondence, emails, and screen telephone calls ensuring all matters, particularly those pertaining to media inquiries, are dealt with in a timely and professional manner
  • Organise and arrange travel, accommodation and expenses for the Director
  • Prepare meeting agendas, distribute accurate minutes in an expeditious way, coordinate attendees, meeting room bookings, hospitality and related equipment and technology
  • Determine and take appropriate action on behalf of the Director, including redirection of inquiries to appropriate personnel
  • Assist with the preparation of briefing materials, presentations and workshops, including PowerPoint
  • Conserve the Directors time by reading, researching and replying to correspondence and, at times, collecting and analysing information
  • Send internal and external communications pertaining to the Archdiocese and the Archbishop as instructed
  • Assist the Director in the consultation, planning and implementation of various projects
  • Maintain office and kitchen supplies by checking stock to determine inventory levels; anticipating requirements; placing and expediting orders; verifying receipts; stocking items; delivering supplies to work stations
  • Welcome guests to the Evangelisation Office when required by greeting them in person or on the phone by triaging inquiries
  • Serve as First Aid Officer and/or Fire Warden for the office as required
  • Coordinate, prepare and distribute a monthly internal newsletter for the Evangelisation Office, distributing to staff members, the wider Chancery and other stakeholders;
  • Implement and review systems to ensure the smooth and efficient administrative functioning of the Office of Evangelisation when requested; and
  • Other duties as requested by the Director of Communications and News Media or Director of the Evangelisation Project 

Selection Criteria

The ideal candidate should satisfy the following selection criteria:

  • Demonstrated commitment to the ethos and values of the Catholic Church
  • Minimum of 5 years experience either in supporting a senior executive or a role encompassing the key areas of competency for this position
  • Sound knowledge of Microsoft Office applications Word, Excel, PowerPoint, Access and Outlook
  • Experience at taking minutes and records
  • Demonstrates agility, the ability to manage multiple tasks and to facilitate effective time management as well as documentation being well prepared and accurate
  • Ability to work effectively without close supervision
  • Excellent organisational skills with a focus on results and attention to detail

This appointment is subject to a satisfactory verification of a current Working with Children Check

10/03/2020 $0 CBD, Inner West & Eastern Suburbs 1 Administration & Office Support
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