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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.