Our Organisation
Guide Dogs Victoria is a leader in breaking down barriers that enable our people to live life without limits.
Our organisation recognises and responds to the diverse needs and choices of our Clients. We specialise in providing high quality and safe services and supports to people living with low vision or blindness and other disabilities.
We are one of Australia’s most trusted charity and an employer of choice in the disability and aged care sectors. We recognise and celebrate the diversity of our employees and volunteers and the benefits this brings to our organisation. Our people enjoy an inclusive and culturally safe work environment free from all forms of discrimination. Guide Dogs Victoria is a place where talent is recognised and innovation is encouraged.
The Role
We have an exciting opportunity for a Executive Assistant to join our Executive Leadership Team based in Kew. This is a permanent role, working in a full-time capacity.
Reporting to the Chief Executive Officer, you will provide high-level administration and executive support to the Chief Executive Officer, members of the Executive Leadership Team and members of the Board.
Executive Assistance
- Oversee and co-ordinate all executive assistance requirements of the CEO, including correspondence, diary and email management, phone calls, and expense reconciliations.
- Provide administration support to the Executive Leadership Team including the preparation of documents such as presentations, business plans, strategic plans and other critical documents.
- Provide high level executive support including minute taking, preparation and distribution of minutes and liaising with Committee Chairs and Board members, for the following:
- Board Meetings.
- Subcommittee Meetings.
- Consumer Engagement Council Meetings.
- Annual General Meetings; and
- Executive and Senior Leadership Team Meetings.
- Review, collate and distribute monthly Board Reports to Board Members and the Executive Leadership Team. Make recommendations on any amendments that are required.
- Monitor the progress and / or implementation of action items arising from the meetings above and follow up as required.
- Act as the administrator and central point of contact for the quarterly Consumer Engagement Council meetings and assist the Chair to fulfil their role.
- Coordinate the Annual General Meeting including preparation of scripts for the Chair, CEO and Treasurer, meeting deadlines for communications to Financial Members, coordinating milestone service awards for employees and volunteers, and organising appropriate speakers.
- Manage applications for new and existing Financial Members and follow through requests in a timely manner.
- Oversee the induction process for new Board members.
- Make travel and accommodation reservations as required by the Board Chair and CEO and keep accurate records for reconciliation with credit card statements.
- Assist with the consolidation of the Board components of the Annual Report as required.
- Assist in the organisation of staff and volunteer events, including attendance at after-hours functions as required.
- Liaise with other Guide Dog jurisdictions and International Guide Dog Federation as required.
- Coordinate Guide Dogs Australia forums when held in Melbourne.
Position Administration
- Actively participate in the development and implementation of departmental objectives and complete other duties when requested to ensure their achievement.
- Provide accurate written information including accessible, clear and informative reports and communications.
- Attend after hours Guide Dog Victoria events and activities as required from time to time.
Compliance
- Follow all Guide Dogs Victoria policies, procedures and systems.
Qualifications
- Certificate or Diploma in Business Administration or relevant industry experience.
Knowledge, Skills & Previous Experience
- Extensive experience in providing senior level executive support at a Board and CEO level and managing complex work schedules. (Minimum 2 year’s experience with Board Support).
- Excellent skills in a variety of Microsoft Office programs including Outlook, Word, and PowerPoint.
- Excellent stakeholder management.
- Excellent time management and organisation skills.
- The ability to ability to anticipate needs, think critically and offer solutions to problems.
- Strong ability to manage multiple tasks and competing deadlines and priorities.
- Well-developed written and verbal communication skills.
- Ability to deal confidently and courteously with people at all levels of the organisation.
- A willingness to pitch in at all levels of the organisation. Ability to work independently with minimal supervision and to work collaboratively within a team environment.
Personal Attributes
- Lived experience as a person with a disability is highly valued.
- Personal experience of living with or supporting a person with a disability is highly valued.
- Mature and professional approach and presentation.
- Presents people with a disability positively and educate others in the community.
- Demonstrates confidentiality and handling of others needs for personal privacy.
- Is outcome focussed and follows through with commitments.
- Is flexible: adapts to changing circumstances, and prioritises work and addresses what is important.
- Is collaborative: works with others to achieve common goals, and engenders teamwork.
- Works effectively with Volunteers.
- Manages time and uses tools effectively to assist with planning and organising.
- Demonstrates appropriate interpersonal skills, active listening, empathy, social awareness and emotional intelligence in communications, problem solving and conflict resolution.
- Adopts personal accountability in own role.
- Maintains organisation’s image and reputation in context of own role
- Demonstrates commitment to live the Values and Behaviours of Guide Dogs Victoria.
- Demonstrates a strong client and customer focus and a commitment to person centred service practices.
- Able to manage the physical demands and requirements of the job.
Benefits
- A competitive remuneration package that reflects skills and experience, which includes tax free salary packaging of up to $18,550.
- 6 weeks paid parental leave.
- Wellbeing program which includes an annual wellbeing calendar, discounted health insurance, employee assistance program, skin checks and annual flu vaccinations.
- Reward and Recognition program.
- Join us in making a difference in the lives of those we serve – both human and canine!
Important
We are an equal opportunity employer who is known for providing a work environment that embraces and values diversity, equity, inclusion and accessibility. We encourage applicants of all backgrounds, including Aboriginal and Torres Strait Islander people, people with disabilities including low vision or blindness, people from CALD and LGBTQIA+ communities, and people of all ages to apply for our roles.
We are committed to making workplace adjustments and to support candidates through the recruitment and selection process. Please reach out to our team at hr@guidedogsvictoria.com.au if you require reasonable adjustments be applied.
Mandatory Safety Screening Checks
This role requires the successful candidate to complete and receive a clear result for National Police Check, Working with Children Check and if required, further compliance checks based on the position requirements.
All employees are also required to comply with COVID-19 vaccination requirements as a condition of their employment. Vaccination evidence or valid medical exemption must be provided prior your commencement date.
We recognise and celebrate the diversity of our employees and volunteers and the benefits this brings to our organisation.
Our people enjoy an inclusive and culturally safe work environment free from all forms of discrimination.
Lived experience as a person with a disability is highly valued.
Lived experience supporting a person with a disability is highly valued.
A Position Description can be found here: https://vic.guidedogs.com.au/wp-content/uploads/sites/2/2025/01/Position-Description-EA-to-CEO-2025.pdf
For more information please email enquiries to Pauline at: hr@guidedogsvictoria.com.au.
