AIFS Careers – Executive Assistant

Website AIFS

Job Description:

The Executive Assistant provides executive support services to the Institute’s Director and works closely with the executive team to support and deliver on AIFS’ objectives. As a valued staff member, the successful person requires a good knowledge of the Institute’s corporate strategy to manage priorities and assist in achieving the required outcomes. The successful applicant will have:

Job Responsibilities:

  • Coordinate meetings with staff and stakeholders to ensure the Director has all required information for meetings
  • Act as the first point of contact for the Director and provide a high level of service to external parties
  • Under broad direction, perform and achieve complex administrative support work within an integrated workforce
  • Collaborate with other executive support staff to coordinate correspondence and other arrangements across the executive team
  • Arrange travel, accommodation and prepare associated arrangements and documents, including travel allowance payments, itineraries and credit card expenditure reconciliations
  • Support the Director to manage day-to-day demands and many competing priorities, including diary, work schedule and drawing attention to matters of priority
  • Liaise with staff in other agencies and other external stakeholders to arrange meetings
  • Maintain accurate official records in line with AIFS’ procedures and file structures
  • Coordinate office and administrative operations in conjunction with other support staff.

Job Requirements:

  • Strong verbal and written communication skills including minute taking and the ability to produce clearly written materials suitable for a variety of audiences
  • Demonstrated experience within an executive assistance or senior administration position
  • Well-developed organisational skills, responsiveness and the ability to have a flexible approach to work demands
  • Ability to prioritise, manage tasks and meet deadlines within a high-paced environment
  • Strong interpersonal skills, including the capacity to work as an effective team member and across multidisciplinary research teams
  • Proven team player with the ability to identify and contribute new ideas
  • Experience using Microsoft Office Suite and a range of technologies and tools.

Job Details:

Company: AIFS

Vacancy Type:  Full Time

Job Location: Melbourne, Victoria, AU

Application Deadline: N/A

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