Executive Team Assistant

Full-time, Non-Ongoing for 12 months with possibility of extension
$90,199 – $101,022 per annum plus 15.4% superannuation
Australia’s leading museum located waterside in beautiful Darling Harbour

About The Role

This position is a critical role that supports the smooth running of the Executive Team and tends to communications or enquiries into the Executive Office as required. This position will manage the calendar of Executive Team members, be a key point of liaison with the Director’s Office and will assist in coordinating internal meetings and other assigned administrative duties including responding to emails, correspondence, phone calls, expense acquittals and other action requests on behalf of members of the Executive Team.

This position works closely with the ANMM’s Executive Team, ANMM Council and Foundation members and senior members of staff to manage communications and enquiries.

The Executive Team comprises the Deputy Director, Chief of Staff, Assistant Director Fleet and Assistant Director Storytelling & Engagement.

Key Accountabilities

Under limited direction, this position is responsible for delivering the following functions:

• Proactively support the Executive Office in day-to-day operations including developing & implementing systems and processes to support members of the Executive Team, to improve their efficiency and the impact of their work.
• Manage the schedule of members of the Executive Team to ensure there is effective and optimal use of their time, including independently scheduling appointments and engagements in accordance with pre-established priorities.
• Prepare complex domestic and international travel plans and itineraries for the Executive Team, including making all necessary bookings for transportation and accommodation, ensuring travel arrangements are well planned and managed with minimal disruption or delay.
• Arrange internal meeting, seminars, events, for the Executive Team and Museum, as required. Ensure, stakeholders’ requirements are catered for by greeting and providing assistance during events.
• Provide administrative support services to the Executive Team, the Museum’s Council and Foundation, as required.
• Ensure Executive Team members reporting deadlines are met.
• Support the Executive Team by facilitating workflows in line with agreed priorities, maintaining accurate records (including processing financial records – i.e., IPOS, Credit card acquittals, petty cash claims), effective and professional phone call and diary management and meeting coordination.
• Support the compilation of divisional report, monthly and quarterly division reports, statistics, plans, surveys, budget reports, audience research and other organisation information.

Selection Criteria

1. Extensive experience in providing high-level administrative support to an executive team or equivalent with the proven ability to organise and arrange complex events and activities including conferences, seminars and travel.
2. Proven ability to manage a range of multiple and competing activities to achieve specified and/or optimal outcome and to work both independently and as part of a team collaborating with stakeholders to achieve organisational goals.
3. Competent Microsoft office skills along with demonstrated ability to produce high quality correspondence and concise and accurate reports and briefing notes including excellent writing, proofreading and presentation skills.
4. Demonstrated high level of interpersonal and communication skills and experience in developing, managing and maintaining stakeholder relationships.
5. Demonstrated capacity to thrive under pressure, maintaining a mature, calm and measured approach to work and to handle sensitive and confidential information with the utmost discretion.

Qualifications and/or relevant experience required

Desirable:
• Sound understanding and awareness of the public sector environment in regard to its accountability obligations, control and management framework applying to the Boards of public sector entities or ability to quickly acquire.

What We Can Offer You

Working at the Sea.Museum offers a stunning office location plus access to a range of benefits including:

• A competitive salary, plus 15.4% superannuation.
• Generous leave and flexible working arrangements.
• Great training and development opportunities.
• Rewards and recognition initiatives.
• Our Employee Assistance Program (EAP – a free counselling service for you and your family).
• Wellbeing initiatives including free flu shots and reimbursement for optical.
• Salary packaging options.
• Staff Regatta – Sailing on the Harbour.

To apply, please submit your application via our online e-recruitment system, please provide a written application addressing each Selection Criteria. Your current resume is also to be included in your application.