executive assistant

The National Council of Jewish Women Australia, National Board, requires an Executive Assistant to join in a part time capacity for 12 – 16 hours per week.

ARE YOU THIS PERSON?

We are looking for someone to support the daily responsibilities of the President in the operation of NCJWA as a national Jewish feminist organisation. The Executive Assistant will provide administrative support for office administration, event, project and conference administration and planning. 

The Executive Assistant will work with the President and Board members to build the profile, presence and name recognition of NCJWA. 

The Executive Assistant will report to the President of NCJWA, National Board, and work with all Board members to fulfill administrative management duties.  

Key responsibilities

Strategy development and implementation

·       Implement an effective communications strategy to raise NCJWA profile and support engagement with community stakeholders.

·       Work with the Board to implement internal strategy and process updates.

Administrative roles

·       Scheduling meetings with the Board and President, including but not limited to Board meetings, Presidents Forum, Committee meetings, reporting meetings and AGM.

·       Circulating information from the President and Board to relevant recipients, including from the President to Board members, Section Presidents, other staff , members and stakeholders.

·       Compiling Board meeting papers and reports and distributing them to the Board in a timely manner.

·       Building and managing databases using CRM systems.

·       Oversee membership including recruitment (any campaigns used for recruitment should be curated with the Digital Communications Manager), enrolment and engagement.

·       Regular email communication with relevant databases and recipients, including distribution of Digital campaigns, educational tools, notifications, press releases and event registration/reminders.

·       Create and oversee the annual NCJWA events and meeting calendar ensuring no major conflicts arise and if they do they must be resolved in a timely manner with the President and other relevant persons.

·       Manage data and information storage, organise and update shared drives and other information sharing platforms.

Event/program/project administration

·       Confirm dates proposed by event managers do not clash with the NCJWA event calendar, including days of religious significance and other major non-NCJWA, events.

·       Manage pre-event communication including registration forms, material distribution, payments, calendar events and reminders.

·       Manage post-event communication including event specific review surveys.

Engagement with smaller NCJWA Sections

·       Build and maintain relationships with smaller NCJWA Sections.

·       Support the administrative needs of smaller Sections, as approved by the President of the National Board.

Stakeholder management

·       Manage communications, including newsletters, updates and report distribution to stakeholders, partners, donors and other relevant recipients as identified by the President.

·       Work with the Digital Communications Manager to design and develop pitch decks for presentation to donors, sponsors, Board members and other relevant recipients.

Key performance indicators

·       Improved external organisation relationships including membership, event attendance and engagement.

·       Improved internal organisation systems and processes and relationships.

o   Improved internal management resulting in streamlined process, efficient management and output and greater capacity.

Reporting

·       Present monthly reports to the President including compiled data and insights using available analytic tools, social media insights, learnings. Monthly reports will be circulated to Board members via email.

·       Adhere to budgets set by the NCJWA Board all of which must be approved by the necessary NCJWA parties following the NCJWA protocol and procedures.

·       Submit written reports to be distributed to Committees, Board members and event managers to help guide their future work and collaboration with digital content and platforms.

Lines of communication

·       Liaises internally with:

o    NCJWA Board Members

o   NCJWA Section Presidents

o   NCJWA Section Members

o   NCJWA Members

o   Volunteers

o   Committee members

o   Other NCJWA Staff members

·       Liaises externally with:

o   Corporate entities

o   Federal, State and Local Government instrumentalities

o   Sponsors, partners, stakeholders, contractors suppliers and facilitators 

 

 

WHO WE ARE LOOKING FOR

An outstanding Executive Assistant who has outstanding management skills and is driven to work with NCJWA to improve its processes, reach and engagement. We are looking for someone to actively contribute to the organisational culture in a positive manner.

 

  • Past engagement with social activism
  • Previous experience in similar small organisation or demonstrated ability to work in a small yet face paced organisation
  • Previous experience in event and task management, office management and administration
  • Think creatively and dream big
  • Excellent verbal and written communications skills
  • Attention to detail
  • Strong decision making and planning skills, organisational skills, time management and general management skills
  • Enjoys research into topics relevant to NCJWA
  • Familiarity with WordPress, Mailchimp, Zoom, Zoho (or similar system)
  • Knowledge of the Australian Jewish Community and Judaism and/or feminism and women’s issues
  • CRM development and management
  • Great people skills
  • Sense of fun
  • Ability to work autonomously and have high attention to detail
  • Confidence to work within a larger team and report to different audiences
  • Be proactive and able to take initiative
  • Outstanding organisational, time and project management skills