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Office manager/assistant - Melbourne


The Amy Gillett Foundation (AGF) is Australia’s leading bike rider safety organisation. It was established in 2006 with the sole purpose of promoting safe cycling and reducing the incidence of death and injury to Australian bike riders.

The Office Manager/EA is responsible for providing high level administrative and executive support and is the first point of contact for general enquiries. It is a busy role and would suit someone who is proactive, enjoys variety and excels at multi-tasking. Duties include supporting the CEO & Executive team, looking after a small office and providing general administrative assistance. The incumbent works closely with the whole team and supports the Board as needed.

Reporting to the Head of Operations, the position is based in the Amy Gillett Foundation office in Melbourne CBD (hybrid working from home and office), with a requirement to travel as required to attend Foundation business activities.

Part time hours are negotiable for the right candidate.

RESPONSIBILITIES

  • General day-to-day management of all office functions (e.g. answering phones, managing office emails, booking meetings rooms, maintaining AGF contacts)

  • Provides high level executive & administrative assistant to the CEO (priority), Head of Operations and Executive team including managing the CEO calendar, monitoring CEO emails, managing the team calendar, preparing documents and presentations, and completing general administrative duties.

  • Under direction, provides general HR assistance (e.g. assists with recruitment, prepares documents, onboarding, assists in the development of HR policies)

  • Coordinates the AGF monthly team meeting

  • Maintains AGF equipment such as laptops, iPads, projector, promotional collateral

  • Manages AGF’s external storage container (taxi-box) and conducts the annual inventory

  • Manages the deadline registry and software licence renewals

  • Coordinates CEO and AGF Board meeting appointments

  • Supports Board Chair with administrative tasks and taking minutes as directed

  • Orders, despatches, and maintains the AGF merchandise inventory

  • Working closely with the Head of Operations, developing and implementing new administrative systems (e.g. records management, project management and CRM)

  • Coordinates travel & accommodation bookings for the team

  • Supports AGF programs & events as directed and will be required to attend and assist with our high priority events (e.g. Amy’s Gran Fondo in Lorne, Giving Day)

  • Other tasks as directed by the CEO & Head of Operations

COMPETENCIES

Behavioural

  • Excellent written and oral communication skills

  • Excellent interpersonal skills with the ability to be discreet and deal with a wide range of stakeholders

  • Consistent and unquestionable ethical conduct in all business interactions

  • Excels at being proactive with the ability to work independently as well as co-operatively and collaboratively

  • Respect for the origins of the Foundation and ongoing relationships with Amy’s family and others who are impacted by death and trauma from bike crashes

  • A genuine interest in bicycle riding; and

  • Commitment to the mission and values of the Amy Gillett Foundation.

Management

  • Strong time-management skills and the ability to organise and coordinate multiple projects at once

  • Excellent attention to detail

  • Fast thinker with the ability to troubleshoot/resolve issues as they arise

  • Understands the importance of managing key stakeholder relationships

Technical

  • Demonstrates high level of computer literacy and can produce correspondence, presentations, and reports both of a general and highly confidential nature on behalf of the CEO and Executive team.

To be successful in this role you will need:

  • At least 5 years experience as an Office Administrator or Executive Assistant

  • Bachelor’s degree in a relevant field

  • Excellent communication & interpersonal skills and excellent attention to detail

  • High level computer literacy

  • A genuine interest in bicycle riding

  • Project Management Experience (desirable)

  • Experience in the non-profit sector (desirable)

  • Driver's license (desirable)

Further details:

For all enquiries please contact Amelia Cavanagh acavanagh@amygillett.org.au

To apply for the role, simply submit your application via SEEK. Please note applications will close as soon as the position is filled.

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