Executive Assistant

Location: Caulfield South, 3162

About the employer:

Zionist Federation of Australia

About the role:

We are seeking a dynamic, competent professional Executive Assistant to support the CEO of the ZFA.

Full time (0.8 will be considered).

Purpose of the position:

• provide high-level executive support to the ZFA CEO
• coordinate ZFA executive meetings and documentation
• maintain the smooth flow of the organisation by keeping abreast with communication and tasks and by maintaining control of the ongoing administrative functions.
• provide accounts clerical support to the CFO.
• undertake various administrative projects in the organisation
• coordinate small events as requested

Key duties of the position:

Provision of executive support to CEO and President, including

• preparation and distribution of correspondence on behalf of the President and/or CEO
• collation and preparation of documentation for reports and presentations
• organising and coordinating meetings as requested
• general administrative duties
• organising travel arrangements and program itineraries for CEO and visitors to the ZFA

General administration

• administrative arrangements for ZFA Office Bearers/Executive meetings including meeting set up, communication to members, catering
• prepare agendas and minutes of executive meetings
• managing immigration arrangements for incoming Israeli staff
• administrative coordination of the ZFA’s annual conference
• management of online communication platforms – including Gmail suite, Zoom etc
• maintenance of mailing lists and the general database
• travel coordination for ZFA President and visiting guests required
• general office management – including supplies, IT maintenance
• prepare for (and flexibility to attend as required) various evening/weekend ZFA functions/meetings
• receive, process and distribute daily mail.
• reception duties
• administration of discrete projects as requested including administrative coordination of ZFA events as required.

Accounts Clerical

• assist ZFA CFO with data input into the Xero system
• follow up outstanding invoices
• credit card reconciliation

Key selection criteria:

• demonstrated high level written skills, including experience in preparing presentations in Word and PowerPoint formats
• outstanding organisational and administrative skills
• numerate, with demonstrated experience in accounts clerical work
• demonstrated problem-solving skills
• excellent interpersonal skills
• ability to manage priorities in a busy office environment
• sound computer skills, including MS Office, databases, video conferencing platforms
• professional, polite and efficient
• excellent attention to detail
• passion and interest in Israel and Zionism
• discretion and ability to maintain confidentiality
• initiative and creativity
• knowledge of the Australian Jewish/ Zionist community
• capacity and willingness to accept responsibility
• flexible team player

Website maintenance experience, knowledge of Hebrew, and tertiary qualifications all an advantage.

How to apply:

Send your cover letter to Ginette Searle, CEO – [email protected]
Contact 9272 5517 or email [email protected] for further information.