<p><b>POSITION DESCRIPTION </b></p><p>Position: Executive Assistant to Principal and Chairman of Board <br /></p><p>Reports To: Principal </p><p>Direct Reports: None </p><p>Status: Permanent, Full time </p><p>Location: Green Valley Islamic College </p><p><b> </b></p><p><b>ORGANISATION BACKGROUND </b></p><p> Green Valley Islamic College is a K-12 co-educational school in Western Sydney. The College </p><p>is dedicated to providing an outstanding modern education for all students ensuring their development </p><p>as well-rounded individuals, prepared to meet the demands of adulthood in Australia. </p><p> </p><p><b>Vision </b><br /></p><p>We endeavor to create a culture that inspires our students to pursue their passion and aspirations, in an Islamic environment, and achieve success by demonstrating the core values of our School </p><p>• Respect </p><p>• Ownership </p><p>• Caring </p><p>• Knowledge </p><p>• Safety </p><p><b> </b></p><p><b>Our Mission </b></p><p>We develop an enriched learning community by providing holistic education and by promoting excellence and leadership, imbued with Islamic values, to be exemplary citizens in a multicultural society. </p><p> <b></b></p><p><b>POSITION SUMMARY </b></p><p><b> </b>The Executive Assistant will provide executive level support and coordination for the Principal and, through the Principal, to the Board of Green Valley Islamic College. The Executive Assistant performs a full range of secretarial and administrative support functions, including prompt, courteous and effective communication with internal and external stakeholders, to ensure the smooth and effective administration of the executive office.</p><p> </p><p><b>KEY RELATIONSHIPS </b></p><p><b> </b><b>Internal</b>    <b> </b>Office of the PRINCIPAL, Board of Directors, Executive Management, and GVIC staff. </p><p><b> </b><b>External</b>    <b> </b>Stakeholders, partners, government representatives and community members. </p><p><b> </b><b>POSITION ACCOUNTABILITIES </b></p><p><b> </b><b>1</b>. Provide high level executive support to the PRINCIPAL including: </p><p><b> </b><b>Diary Management </b></p><p><b>•</b> Coordinate and host diary meetings with the senior team and PRINCIPAL, tabling and talking to invitations and requests and providing scheduling advice. </p><p>• Respond to all invitations and diaries accordingly. </p><p>• Coordinate all travel, accommodation and itineraries for the PRINCIPAL. </p><p>• Prepare and collate speaking and meeting briefs for the PRINCIPAL in consultation with the Senior Team. </p><p><b> </b><b>Administrative Support </b></p><p><b>• </b>Manage confidential and sensitive documentation with appropriate discretion. </p><p>• Prepare and format reports and documents for internal and external use often within short time frames. </p><p>• Prepare power point presentations for the PRINCIPAL. </p><p>• Manage incoming calls, emails and correspondence, proactively determining significance and managing distribution. </p><p><b> </b><b>Management of the Office of the PRINCIPAL </b></p><p><b>• </b>Maintain the PRINCIPAL’s task list including working with the Executive team to identify priories and deadlines. </p><p>• Alert the PRINCIPAL to matters requiring immediate attention, and manage those issues in her absence, in conjunction with senior staff. </p><p>• Ensure the smooth running of the office of the PRINCIPAL by addressing all issues promptly. </p><p> <b>2. Provide high level administrative and governance support to the GVIC Board </b></p><p>• Schedule all meetings of the Board and Committees. <br /></p><p>• Work with the Chair and PRINCIPAL to prepare and distribute meeting agendas and papers. </p><p>• Attend and proactively minute all meetings and prepare action lists. </p><p>• Provide support to the Company Secretary around governance and reporting requirements including elections, AGM, Constitution, ACNC, and Governance policies of the Board. </p><p>• Prepare and distribute orientation and induction packs for new Board and committee members. </p><p>• Provide additional governance support as required including support with the development of governance policies and subcommittee Terms of Reference. </p><p><b>3. Act as the principal contact point for all external stakeholders </b><br /><b></b></p><p><b>•</b> Support the PRINCIPAL in the development and maintenance of stakeholder relations by establishing a friendly and professional report with stakeholders. </p><p>• Endeavour to always respond to requests from stakeholders in a timely manner. </p><p>• Ensure that the PRINCIPAL or Executive are made aware of issues relating to stakeholder relations at the earliest opportunity. </p><p><b>EXTENT OF AUTHORITY </b></p><p> As per the delegation’s policy, the incumbent must gain permission from the PRINCIPAL prior to any purchasing or making public comment on GVIC’s behalf. </p><p><b> </b><b>KEY SELECTION CRITERIA </b></p><p><b>Essential </b></p><p><b>• </b>Demonstrates commitment to the values of GVIC and the ability to contribute to GVIC’s strategic agenda </p><p>• Minimum three years relevant experience including two years in an Executive Assistant role supporting a busy PRINCIPAL or senior executive. </p><p>• Capacity to be proactive, assertive and work well under pressure or within tight time frames. </p><p>• Exceptional organisational skills with a passion for planning, organising and prioritising administrative tasks and systems, including managing competing tasks rapidly and ensuring deadlines are met under pressure. </p><p>• Excellent interpersonal skills with the ability to establish friendly and professional rapport with a wide range of stakeholders, including Board members, organisational and individual members, senior levels of government, pro bono professional support, corporate partners, and members of the public. </p><p>• Knowledge of and capacity to efficiently use ICT and organisational systems, high level computer skills, including Microsoft Office products (word, excel, PowerPoint), e-mail and calendar; </p><p>• Experience working in a diverse environment; </p><p><br /></p><p><b> </b><b>Personal Attributes </b></p><p> • Friendly, outgoing personality that can easily engage work colleagues and visitors alike promoting workplace harmony and team effectiveness </p><p><b> </b></p><p><b> </b><b>SPECIFIC RESTRICTIONS/CONDITIONS </b></p><p> • Incumbent will on occasions and in consultation, be expected to conducted work outside normal business hours. </p><p>• Must hold a current NSW car license </p><p>• Must be physically capable to carry out administrative duties, including extended periods of computer use </p><p><b> </b></p><p><b>HEALTH, SAFETY &amp; WELLBEING </b></p><p> • Ensure compliance with the OH&amp;S Act and relevant GVIC policies. </p><p>• Contribute positively and proactively to team and organisation wide OH&amp;S activities. </p><p>• GVIC has a smoke-free workplace policy. </p><p><b> </b></p><p><b>QUALITY &amp; CONTINUOUS IMPROVEMENT </b></p><p> • Ensure compliance with legislation, contract and policy requirements in day to day work in order to meet the organisation’s audit, contract and registration obligations. </p><p>• Proactively apply specialist knowledge in the review and maintenance of GVIC policies, systems and processes. </p><p>• Continue the development of a culturally strong and positive working environment using a continuous improvement approach. </p><p><b> </b></p><p><b><br /></b><b>CONDITIONS OF EMPLOYMENT </b></p><p> • The successful applicant will be required to undergo satisfactory pre-employment checks, including 2 referees, a national criminal records check, working with children check, proof of identify and qualifications. </p><p>• Signing a Confidentially Agreement is a personnel requirement of GVIC. </p><p>• The successful applicant will initially be engaged for a probationary period of three months. </p><p>• The successful applicant will be required to disclose any pre-existing illness or injury that they know about which could be reasonably foreseen to be affected by the work duties described. Pursuant to s.82 (7) of the Accident Compensation Act, failure to disclose such a condition will mean that if employed, they will not be paid compensation for that condition. </p><p><b> </b></p><p><b>PRIVACY NOTIFICATION </b></p><p><b> </b><b>•</b> The collection and handling of applicants’ and the successful appointee’s personal information will be consistent with the requirements of the Information Privacy Act 2000. </p><p> </p><p><b> </b><b>APPLICATION PROCESS </b></p><p> To apply, send a short covering letter explaining why you are interested in this position and attach you CV and a brief (2 pages max.) document addressing the key selection criteria. Applicants who do not address key selection criteria will not be considered. </p>