Personal Assistant to the Chief Financial Officer

Title: Personal Assistant and Office Support to the Chief Financial Officer

Based at: Parkville VIC Melbourne

Employment: Full Time ongoing

The Organisation:

Participation in the work of the Oceania Province offers a genuine invitation to participate in asksustobeconsciouslyandcompassionatelypresent totheneedsofthe world especially those made poor and marginalised. Authentic mission engagement sheds light on situations in which the dignity of life is being denied and offers instead Gods radical version of wholeness as embodied in the life and teaching of Jesus. Emerging from congregation discernment this is expressed as being Drawn by Mystery Destined for Life recognisingthatitistheagenda oftheworldthatsetsthemission directiontobepursuedbythe Church and our Congregation.

The Congregation of the Christian brothers active as the Oceania Province participates in this Missionfaithful tothecharismofthefounderBlessed Edmund Ricewiththe Provincecurrently operating in Australia Papua New Guinea and New Zealand. Presence Compassion and Liberation are the cornerstone values guiding the community engagement orientation of its work. Such an orientation is a gospelbased and countercultural call to form joyfilled communities of inclusivity deep listening and right relationship that radiate love and contribute to a sustainable whole Earth Community.

About the Opportunity

The Personal Assistant and Office Support will provide secretarial/administrative support to the Chief Financial Officer (CFO) the VIC/TAS Cluster Leadership Team provide general office/administrative support to the CIO and Director of Sustainability as Personal Assistant and Office Support will assist in the development implementation and maintenance of effective administrative processes and are seeking a highly organized and efficient Personal Assistant to provide administrative and secretarial support to senior executives or highprofile individuals. The successful candidate will be responsible for managing schedules arranging appointments coordinating travel and handling confidential information. The Personal Assistant will act as a liaison between the executive and internal/external stakeholders.

Position Reportingand Other Relationships:

Thepositionis directlyresponsible to theChief FinancialOfficerfor the performanceofduties.

Main responsibilities include:

• Manage and maintain the executives calendar including scheduling appointments meetings and travel arrangements
• Prepare and edit correspondence reports and presentations
• Conduct research and compile data for reports and presentations
• Manage and coordinate special projects as assigned by the executive
• Handle confidential information with discretion and maintain confidentiality at all times
• Act as a liaison between the executive and internal/external stakeholders.
• Attend meetings and take minutes as required
• Manage expenses and prepare expense reports
• liaisingwithanddevelopingstrongrelationshipswithkeystakeholders internal and external in a friendly professional and efficient manner.
• Preparation of weekly VIC/TAS Newsletter as required/directed by VIC/TAS Cluster Leadership Team.
• Preparation of invitationsand fliers as required/directed.
• Draft letters responses emails reports references etc. on behalf of the CFO as required.
• Provide administrative support to the VIC/TAS Cluster Leadership Team as required/directed.
• Provide administrative support to the CIO & Director of Sustainability as required/directed.
• Prioritise workload ensuring thatalldocumentationand correspondence is dealt with efficiently and effectively.
• Maintainliaise/correspondwith theCFO regarding meeting arrangements.
• Responsible for ongoing maintenance/updates of electronic records/files for reporting purposes relating to the CEO/Oceania Leadership Team/Senior Leadership Team.
• TravelwiththeCFOtoattend meetings if/asrequired
• Maintenance of office stationery

Meeting Coordination:

• Arrange coordinate meetings for the VIC/TAS Cluster Leadership Team
• Arrange coordinate meetings for the CIO & Director of Sustainability as required
• PrepareAgendasandmaintain recordsofMeetings Committees/Working Groups
• Collatebriefingmaterialsformeetings
• Follow upaction itemsfrommeetingsasrequired
• Provide secretarial assistance to Province Committees (if/as required) and/or relatedministriesasdirected including takingminutes distribute documentation book venue catering liaise with participants and/or personnel
• Participate inteam meetingsasrequired
• Liaise with team members within the Oceania Province and Oceania Support Centre
• Liaiseandcommunicatewithexternalentities supportingtheEdmundRice mission.
• Other duties required by CFO.

Qualifications:

• Bachelors degree in business administration communications or a related field
• Proven experience as a Personal Assistant or Executive Assistant
• Excellent organisational and time management skills
• Strong communication and interpersonal skills
• Ability to work independently and prioritise tasks effectively
• Proficient in Microsoft Office Suite Adobe and other relevant software
• Ability to maintain confidentiality and handle sensitive information with discretion
• Strong attention to detail and accuracy
• Afriendlyprofessionalmanner withexcellentwritten Englishandoralcommunicationskills
• Provenabilitytointeract andliaiseeffectivelywithawiderangeofpeopleandtomaintain confidentiality and apply discretion at all times.
• Some experience withCRM/Databasemanagementand reporting

Desirable

• ExperienceinAdobeInDesign
• Ademonstratedunderstandingofthecomplexitiesofreligiousorganisations

OtherResponsibilities:

• Applyqualitymanagementandcontinuousimprovementprocessesunderdirect control
• Otherdutiesasassigned bytheCFO/VIC/TAS Cluster Leadership Teamordelegate(s).
• All employeesare required to comply withthe policiesand procedures adopted byOceanian Province
• OpennesstoparticipateinongoingFormation opportunities
• The Position Description is subject to the Standard Terms and Conditions of this contract and any Letter of Offer relating to the position.
• Occasionaltravel and/oroutofhoursworkmaybenecessary
• TheEmployerreservestherighttovarythepositiondescriptioninresponsetoitschanging needs.

The position is a fulltime role offering flexibility with hours and work from home opportunities for the right candidate.

The roleincludes a 6month probation period commencing in April / May 2025.

The successful applicant will be required to provide a current Victorian Police Records Check and current Working with Children Check.

For a confidential discussion about the role contact the HR Department onor

To apply please submit a Covering Letter addressing the Key Selection Criteria with your CV to:

Applications close 11:00am (AEDT)27th April 2025.

Interviews will commence shortly so dont delay applying previous applicants need not apply.

Please note only shortlisted applicants will be contacted