Title: Personal Assistant and Office Support to the Chief Financial Officer

Based at: Parkville VIC Melbourne

Employment: Full Time – ongoing

The Organisation:

Participation in the work of the Oceania Province offers a genuine invitation to participate in Mission. Mission asks us to be consciously and compassionately present to the needs of the world, especially those made poor and marginalised. Authentic mission engagement sheds light on situations in which the dignity of life is being denied and offers instead God’s radical version of wholeness as embodied in the life and teaching of Jesus. Emerging from congregation discernment, this is expressed as being “Drawn by Mystery, Destined for Life”, recognising that it is the agenda of the world that sets the mission direction to be pursued by the Church and our Congregation.

The Congregation of the Christian brothers, active as the Oceania Province, participates in this Mission faithful to the charism of the founder Blessed Edmund Rice with the Province currently operating in Australia, Papua New Guinea and New Zealand. Presence, Compassion and Liberation are the cornerstone values guiding the community engagement orientation of its work. Such an orientation is a gospel-based and counter-cultural call to form joy-filled communities of inclusivity, deep listening and right relationship that radiate love and contribute to a sustainable whole Earth Community.

About the Opportunity

The Personal Assistant and Office Support will provide secretarial/administrative support to the Chief Financial Officer (CFO), the VIC/TAS Cluster Leadership Team provide general office/administrative support to the CIO and Director of Sustainability as required. The Personal Assistant and Office Support will assist in the development, implementation and maintenance of effective administrative processes and systems.We are seeking a highly organized and efficient Personal Assistant to provide administrative and secretarial support to senior executives or high-profile individuals. The successful candidate will be responsible for managing schedules, arranging appointments, coordinating travel and handling confidential information. The Personal Assistant will act as a liaison between the executive and internal/external stakeholders.

Position Reporting and Other Relationships:

The position is directly responsible to the Chief Financial Officer for the performance of duties.

Main responsibilities include:

Manage and maintain the executive's calendar, including scheduling appointments, meetings, and travel arrangements
Prepare and edit correspondence, reports, and presentations
Conduct research and compile data for reports and presentations
Manage and coordinate special projects as assigned by the executive
Handle confidential information with discretion and maintain confidentiality at all times
Act as a liaison between the executive and internal/external stakeholders.
Attend meetings and take minutes as required
Manage expenses and prepare expense reports
liaising with and developing strong relationships with key stakeholders, internal and external, in a friendly, professional and efficient manner.
Preparation of weekly VIC/TAS Newsletter as required/directed by VIC/TAS Cluster Leadership Team.
Preparation of invitations and fliers as required/directed.
Draft letters, responses, emails, reports, references etc. on behalf of the CFO as required.
Provide administrative support to the VIC/TAS Cluster Leadership Team as required/directed.
Provide administrative support to the CIO & Director of Sustainability as required/directed.
Prioritise workload ensuring that all documentation and correspondence is dealt with efficiently and effectively.
Maintain, liaise/correspond with the CFO regarding meeting arrangements.
Responsible for ongoing maintenance/updates of electronic records/files for reporting purposes relating to the CEO/Oceania Leadership Team/Senior Leadership Team.
Travel with the CFO to attend meetings if/as required
Maintenance of office stationery

Meeting Coordination:

Arrange, coordinate meetings for the VIC/TAS Cluster Leadership Team
Arrange, coordinate meetings for the CIO & Director of Sustainability as required
Prepare Agendas and maintain records of Meetings, Committees/Working Groups
Collate briefing materials for meetings
Follow up action items from meetings as required
Provide secretarial assistance to Province Committees (if/as required) and/or related ministries as directed, including taking minutes, distribute documentation, book venue, catering, liaise with participants and/or personnel
Participate in team meetings as required
Liaise with team members within the Oceania Province and Oceania Support Centre
Liaise and communicate with external entities supporting the Edmund Rice mission.
Other duties required by CFO.

Qualifications:

Bachelor's degree in business administration, communications, or a related field
Proven experience as a Personal Assistant or Executive Assistant
Excellent organisational and time management skills
Strong communication and interpersonal skills
Ability to work independently and prioritise tasks effectively
Proficient in Microsoft Office Suite, Adobe and other relevant software
Ability to maintain confidentiality and handle sensitive information with discretion
Strong attention to detail and accuracy
A friendly professional manner with excellent written English and oral communication skills
Proven ability to interact and liaise effectively with a wide range of people and to maintain confidentiality and apply discretion at all times.
Some experience with CRM/Database management and reporting

Desirable

Experience in Adobe InDesign
A demonstrated understanding of the complexities of religious organisations

Other Responsibilities:

Apply quality management and continuous improvement processes under direct control
Other duties as assigned by the CFO/VIC/TAS Cluster Leadership Team, or delegate(s).
All employees are required to comply with the policies and procedures adopted by Oceanian Province
Openness to participate in ongoing Formation opportunities
The Position Description is subject to the Standard Terms and Conditions of this contract and any Letter of Offer relating to the position.
Occasional travel and/or out of hours work may be necessary
The Employer reserves the right to vary the position description in response to its changing needs.

The position is a full-time role offering flexibility with hours and work from home opportunities, for the right candidate.

The role includes a 6-month probation period commencing in April / May 2025.

The successful applicant will be required to provide a current Victorian Police Records Check and current Working with Children Check.

For a confidential discussion about the role, contact the HR Department on 0419928905 or email hradmin@edmundrice.org

To apply, please submit a Covering Letter addressing the Key Selection Criteria with your CV to: hradmin@edmundrice.org

Applications close 11:00am (AEDT) 27th April 2025.

Interviews will commence shortly so don’t delay applying, previous applicants need not apply.

Please note, only shortlisted applicants will be contacted

Trustees of the Christian Brothers

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