Australian Sailing - Executive Assistant Position Description
Duties and responsibilities
Position: Executive Assistant
Reports to: Chief Executive Officer
Date: May 2019
Location: Australian Sailing Office
Australian Sailing is the national governing body committed to advance the sport of sailing in Australian and international communities in all its forms, and across all levels of participation. By providing leadership to the Clubs and Classes, through the provision of relevant services and support and in the development of high performance practices, we are committed to building the capability and capacity of sailing to be a successful and leading sport in Australia.
The primary purpose of the position is to provide a seamless executive service to the Chief Executive Officer, and to demonstrate leadership of the responsibilities to support the CEO. This role will secondarily respond to the Corporate Services Officer.
They are also responsible for providing support to the Head of Club Services & Operations and Head of Commercial & Communications, and the President & Board Members under the direction of the CEO.
The position requires high levels of confidentiality, attention to detail, discretion and diplomacy. The Executive Assistant will be responsible for the efficient and effective administration of the Australian Sailing office.
This role will involve providing administrative support to the Corporate Services Officer.
Internal Relationships: Within Australian Sailing
- CEO, Head of Club Services & Operations, Head of Commercial & Communications and other Senior Management
- Corporate Services Officer
- President & Board Members
- All other Australian Sailing staff
- Member Yachting Associations
- Australian Sports Commission & Australian Olympic Committee
- Commercial Partners
- Third party providers including IT and other Office Services
Outputs & Activities
- prepare and edit correspondence, communications, presentations and other documents
- file and retrieve documents and reference materials
- manage and maintain CEO schedules, appointments and travel arrangements
- arrange and co-ordinate meetings and events
- transcribe and distribute minutes of meetings
- monitor, screen, respond to and distribute incoming communications
- answer and manage incoming calls
- receive and interact with incoming visitors
- liaise with internal staff at all levels
- interact with external clients
- co-ordinate project-based work
- Assist in the preparation of financial process documentation including invoices, payment requisitions and credit card reconciliations
- Provide general administrative support as required
President & Board support
- Organise logistics for Board and related committee meetings including:
- Prepare expense claims and payment of invoices relating to Board member travel and accommodation
- Assist in the creation and distribution of Board & committee documentation including papers, agendas and minutes
- Provide administrative support to the President including diary, travel, meeting arrangements and correspondence
- Support to other Board members as required
- Maintain office services by organizing office operations and procedures; controlling correspondence; designing filing systems and digital storage; reviewing and approving supply requisitions; cleaning;
- Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement.
- Design and implement office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
- Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks.
- Achieves financial objectives by preparing an annual budget; scheduling expenditures; analysing variances; initiating corrective actions.
- Manage AS car space allocation
- Provide general office support including telephone and email enquiries, kitchen, courier and reception
- Assist other AS departments with general administrative support as requested by the BOM
- Review, identify, source and maintain management tools (both local and on line) for use across the organisation to facilitate meetings, planning, database management, document development and sharing and other functions
- Ensure the computer, internet and telephone systems are maintained to allow the organisation to provide optimum services at all times
- Train staff and associated personnel, in both the Australian Sailing office and the state offices, in the effective use of the management tools and systems adopted by the organisation from time to time
- Assist in maintaining all human resource relevant HR policies
- Coordinate the AS staff induction process and ensure that the staff handbook remains current at all times
World Sailing delegates
- Organise travel and accommodation for delegates attending World Sailing events/meetings
- Distribute documents relating to meetings and process invoices/payment requisitions for attendees
Australian Sailing is the national governing body committed to advance the sport of sailing in Australian and international communities in all its forms, and across all levels of participation.
By providing leadership to the Clubs and Classes, through the provision of relevant services and support and in the development of high performance practices, we are committed to building the capability and capacity of sailing to be a successful and leading sport in Australia.