Executive Assistant | 12 Month Max-Term Contract

Movember; Melbourne; Hybrid; AUD 70,000 - 100,000; Full time

Benefits offered by this job

Flexible hybrid working from home and

Finish work at 2pm on Fridays

NFP salary packaging

13 weeks paid parental leave

5 weeks annual leave

Wellbeing initiatives (Headspace)

Relaxed dress code

Job summary

Movember is seeking an Executive Assistant on a 12 Month Contract (Parental Leave) to provide high-level support to the Chief Operating Officer and Chief Technology Officer. The role includes diary management, travel bookings and expense assistance, as well as offsite planning and preparing presentations and reports.

You will coordinate with Melbourne-based teams, manage bank signatories, draft agendas, venues, catering and events, and organise meetings with external parties.

Qualifications

• Experience providing Executive Support at C-Suite level.
• Strong organisational skills with the ability to manage competing priorities and meet deadlines.
• Ability to set priorities, plan workload, and achieve objectives efficiently.
• Flexibility and versatility to handle changing work requirements.
• Excellent verbal and written communication across all levels.

Responsibilities

• Diary management for the COO and CTO.
• Book travel and assist with expenses.
• Coordinate Melbourne-based travel for team members.
• Prepare and fill routine forms (e.g., bank signatories).
• Draft agendas, organise venues and catering for offsites.
• Arrange meetings with external parties.
• Manage small project initiatives.
• Assist with presentations, documents and reports.
• Take notes for larger meetings as needed.
• Collate and edit Committee & Board papers.
• Support meeting admin for Board/Committee meetings.

Skills

Executive support

Time management

Prioritisation

Interpersonal skills

Written communication

Independence

Job description

This 12 Month Contract (Parental Leave) will see you providing Executive support for executive leaders across Movember including Chief Operating Officer and Chief Technology Officer. The Executives you will be supporting operate in global roles with time zone considerations and a large number of internal and external stakeholders. This role will also encompass a more broad set of responsibilities, such as offsite planning and assistance with presentations and reports.

You’ll have the opportunity to

• Provide Executive Assistant support for key executive leaders that will include Chief Operating Officer and Chief Technology Officer.
• Duties includes diary management, booking travel and assisting with expenses.
• Assist with booking travel for Melbourne based members of our teams.
• Routine form filling for things like bank signatory paperwork.
• For team offsites – drafting up agendas, organising venues and catering, booking events.
• Organising meetings with external parties.
• Project management of small team initiatives.
• Assistance pulling together or finessing presentations, documents and reports.
• Taking notes when the need arises to have larger scale formal meetings.
• Collation and editing of Committee & Board papers.
• Support with the meeting admin tasks relating to Board and Committee meetings.

For this role, you’ll need

• Experience in providing Executive Support and assistance at the C-Suite level.
• Strong organisational skills, the capacity to successfully manage competing priorities, maintain attention to detail and meet deadlines.
• Be able to set priorities, plan workload, meet deadlines and achieve the objectives through the efficient use of time.
• Flexibility, adaptability and versatility of approach to handle changing work requirements.
• Demonstrated high level skills in dealing confidently and courteously with people at all levels.
• Capacity to work independently with minimal direction and collaboratively in a team environment.
• Strong interpersonal skills both verbal and written.
• Demonstrated understanding and preparedness to commit to the organisation’s values.
• A sound knowledge of administrative processes and procedures.
• Possess drive, initiative, and enthusiasm.

Bonus points for

• Executive Assistant experience within a Global organisation, experienced in working across multiple time-zones.

Why Movember?

Movember is committed to promoting a diverse and inclusive community and workplace - a place where we can all be ourselves, and each have the equal opportunity to succeed and be recognised for our unique contribution. We value the experiences, skills and perspectives of all individuals and actively encourage applications from people with diverse backgrounds. We make recruitment decisions based on applicants’ skills, experience and knowledge, ensuring all applicants are treated fair.

Our employee benefits include:

• Flexible hybrid working from home and our modern Richmond office
• Finish work at 2pm on Fridays (Dec-Aug)
• NFP salary packaging (pay less tax)
• 13 weeks paid parental leave and 5 weeks annual leave
• Fun & collaborative culture with employee social events
• Free Headspace subscription and other wellbeing initiatives
• Relaxed dress code