Name of Employer
Kehilat Nitzan
Title of Role
Executive Assistant / Office Manager
Location
Next to Caulfield Park
About the Role
Are you highly organised, proactive, and ready to take ownership of administration and office operations? Do you have proven experience working in a fast-paced environment, supporting senior leadership, and managing diverse stakeholders? This Executive Assistant / Office Manager role is an excellent opportunity to contribute to our thriving community organisation. Please send your resume and a short cover letter to [email protected]. Only short-listed candidates will be contacted.
The Executive Assistant /Office Manager provides comprehensive administrative and organisational support to the leadership of the organisation. The role requires a broad skill set that combines technical proficiency, interpersonal effectiveness, and flexibility to ensure the smooth operation of day-to-day activities in a community-focused environment.
This dual role combines executive assistance with office management. You will provide day-to-day support to the organisation’s leadership while ensuring the office runs efficiently and professionally. From scheduling and correspondence to event coordination, stakeholder engagement, and financial administration, you will play a central role in enabling our community to thrive.
Key Responsibilities
- Administration & Organisational Support
- Provide administrative support including scheduling, correspondence, and document preparation.
- Maintain records, filing systems, and databases with accuracy and confidentiality.
- Oversee general office operations to ensure efficiency and compliance with organisational processes.
- Work effectively in a fast-paced environment, managing competing priorities and headlines.
- Customer Service & Stakeholder Engagement
- Demonstrate a strong customer focus orientation, ensuring that members, visitors, and stakeholders receive timely, respectful, and professional support.
- Act as a first point of contact for enquiries in a professional and welcoming manner.
- Build and maintain positive relationships with community members, partners, and stakeholders.
- Work collaboratively with the rabbi, board members, congregants, and the wider community.
- Support volunteer engagement and contribute to volunteer recognition initiatives.
- Marketing & Communications
- Assist with the planning and implementation of marketing and communication activities.
- Manage the organisation’s social media presence, including content creation, scheduling, and community engagement.
- Prepare promotional materials using current design software.
- Write articles and media pieces for newspapers and community publications on a regular basis.
- Manage and publish the weekly newsletter, including content planning, editing, layout, and distribution.
- Contribute to donor communications and assist in supporting fundraising initiatives.
- Event Management & Logistics
- Manage the coordination of events from planning through to delivery.
- Prepare venues for activities, including the setup of furniture, technology, and catering.
- Liaise with suppliers, volunteers, and community groups to ensure event requirements are met.
- Provide support for fundraising activities, donor events, and grant-related initiatives as required.
- Work occasional evenings or weekends to support community events when necessary.
- Financial & Administrative Duties
- Assist with financial administration including invoicing, debt collection, and account follow-up.
- Support budget preparation and expense monitoring.
- Ensure financial records and reporting requirements are maintained accurately.
- Assist in donor management and grant-related administration.
- Community Connection
- Apply knowledge of Jewish traditions, practices, and community needs in the performance of duties.
- Engage with the community in a respectful and culturally sensitive manner.
- Demonstrated experience working in community or not-for-profit organisations.
Key Skills & Attributes
- Demonstrated ability to manage administration in a fast-paced environment.
- Strong interpersonal and communication skills.
- High level of proficiency in Microsoft Office Suite and familiarity with cloud-based systems.
- Competence in design software (e.g., Canva, Adobe Suite).
- Strong organisational and time-management skills, with the ability to manage competing demands.
- Flexible, proactive, and solution-focused approach.
- Capacity to handle sensitive information with discretion.
- Ability to manage up as well as manage down, including effective delegation of responsibilities.
Working Hours
Flexible. Part time or full time.
Qualifications & Experience
- Tertiary qualifications in business administration, communications, marketing, or a related field (preferred).
- Minimum of 3 years’ experience in administration, executive support, or a related role, preferably in a community or not-for-profit setting.
- A current Working with Children Check and Police Check.
How to apply
Please send your resume and a short cover letter to [email protected]. Only short-listed candidates will be contacted.
If you need assistance applying for a role, please contact the Jewish Care Employment Centre at 8517 5999 and ask to speak to a consultant.