Details about the Position

Position Title: Executive Assistant to President & Chief Executive Officer

Work hours: Full-time

Reports to: Chief Executive Officer 

Closing Date: 26 May 2023

About the role

The Executive Assistant (EA) will provide a full range of executive support and high-level administrative services to the President and Chief Executive Officer.

The role will report directly to the Chief Executive Officer (CEO).

Duties and Responsibilities

• Provide high-level administrative support to both the President & CEO.
• Act as a first point of contact for the President & CEO. 
• Managing complex executive diaries, including scheduling appointments and meetings, and organising supporting documentation, including pre-readings.
• Liaison with speech writers for dinners, conferences, and ceremonies. 
• Drafting and preparation of presentations and reports as required. 
• Expense and corporate credit card management and reconciliation actions.
• Monitoring and reminding staff of correspondence, including deadlines and timing requirements, and identifying priorities to support the President & CEO with business commitments.
• Inbox management, including the identification of items for action, the maintenance of the priority system, and email forwarding to relevant stakeholder/s.
• Act as a travel officer, booking, facilitating, and developing travel packs for both the President & CEO which include flights (domestic and international), accommodation, meeting schedules, meeting papers, contact numbers, and training requirements.
• Manage and set up meetings for the President & CEO (including whilst overseas).  
• Oversee the management of important and historic infrastructure, such as the Honour Boards in the LCA Secretariat and High Court.
• Coordinate requirements for the annual LCA Presidential change, such as: parliamentary pass, Chairmans’ Lounge Membership, Corporate Credit Card, official portraits, Microsoft office administration, and business cards. 
• Maintain a high level of awareness of matters in and out of the offices, allowing the President and CEO to respond effectively to enquiries and exercise sound judgement on the matter of response.
• Preparation of draft correspondence of behalf of the President and CEO, including discrete and confidential materials. 
• Use protocol, tact, and discretion in diplomatic situations whilst providing professional representation of the CEO.
• Work with the General Manager Corporate Governance in relation to Executive meetings, catering, venues, and special events as required.
• Work closely with the Policy Division and International Division in the dispatch of submissions, memos, and correspondence on behalf of the President and CEO.
• Ensure meeting rooms are established (face-to-face and virtual), including the provision of catering services, in consultation with the Office Administrator, when required. 
• Prepare internal and external corporate documents for President and CEO.
• Edit grammar and format documentation on behalf of the President and CEO.
• Uphold a strict level of confidentiality.
• Develop and sustain a level of professionalism among staff.
• Develop close working relationships with stakeholder EAs.
• All other ad-hoc duties as required by the President and CEO.

Selection Criteria 

1. Experience as an EA, preferably to an Executive or C-Suite member.
2. Ability to anticipate the CEO’s needs and act as enabler and gatekeeper as necessary.
3. Experience in researching and preparing high quality written documents.
4. Knowledge of best practice administrative procedures and systems.
5. Ability to interact and build productive working relationships with people from all levels within an organisation.
6. Exceptional communication skills both written and oral. 
7. Excellent working knowledge of the Microsoft Office suite and ability to grasp new technologies easily.
8. Good attention to detail and organised approach to work with the ability to use your initiative and work independently.
9. Ability to manage sensitive information with tact and discretion.
10. Calm and mature demeanour with ability to communicate appropriately with senior stakeholders.
11. Legal profession experience is preferred but not essential.

How to apply

Please apply via SEEK or send a copy of your resume and cover letter to Jessica May, HR Advisor, via email at; jessica.may@lawcouncil.asn.au, by 5pm on 26 May 2023.