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EXECUTIVE ASSISTANT/OFFICE MANAGER (PT/FT negotiable)

Are you highly organised, proactive, and ready to take ownership of administration and office operations? Do you have proven experience working in a fast-paced environment, supporting senior leadership, and managing diverse stakeholders? This Executive Assistant / Office Manager role is an excellent opportunity to contribute to our thriving community organisation. Please send your resume and a short cover letter to info@kehilatnitzan.org.au. Only short-listed candidates will be contacted.

The Executive Assistant /Office Manager provides comprehensive administrative and organisational support to the leadership of the organisation. The role requires a broad skill set that combines technical proficiency, interpersonal effectiveness, and flexibility to ensure the smooth operation of day-to-day activities in a community-focused environment.

About the Role

This dual role combines executive assistance with office management. You will provide day-to-day support to the organisation’s leadership while ensuring the office runs efficiently and professionally. From scheduling and correspondence to event coordination, stakeholder engagement, and financial administration, you will play a central role in enabling our community to thrive.

Key Responsibilities

Administration & Organisational Support

  • Provide administrative support including scheduling, correspondence, and document preparation.
  • Maintain records, filing systems, and databases with accuracy and confidentiality.
  • Oversee general office operations to ensure efficiency and compliance with organisational processes.
  • Work effectively in a fast-paced environment, managing competing priorities and headlines.

Customer Service & Stakeholder Engagement

  • Demonstrate a strong customer focus orientation, ensuring that members, visitors, and stakeholders receive timely, respectful, and professional support.
  • Act as a first point of contact for enquiries in a professional and welcoming manner.
  • Build and maintain positive relationships with community members, partners, and stakeholders.
  • Work collaboratively with the rabbi, board members, congregants, and the wider community.
  • Support volunteer engagement and contribute to volunteer recognition initiatives.

Marketing & Communications

  • Assist with the planning and implementation of marketing and communication activities.
  • Manage the organisation’s social media presence, including content creation, scheduling, and community engagement.
  • Prepare promotional materials using current design software.
  • Write articles and media pieces for newspapers and community publications on a regular basis.
  • Manage and publish the weekly newsletter, including content planning, editing, layout, and distribution.
  • Contribute to donor communications and assist in supporting fundraising initiatives.

Event Management & Logistics

  • Manage the coordination of events from planning through to delivery.
  • Prepare venues for activities, including the setup of furniture, technology, and catering.
  • Liaise with suppliers, volunteers, and community groups to ensure event requirements are met.
  • Provide support for fundraising activities, donor events, and grant-related initiatives as required.
  • Work occasional evenings or weekends to support community events when necessary.
  • Financial & Administrative Duties
  • Assist with financial administration including invoicing, debt collection, and account follow-up.
  • Support budget preparation and expense monitoring.
  • Ensure financial records and reporting requirements are maintained accurately.
  • Assist in donor management and grant-related administration.

Community Connection

  • Apply knowledge of Jewish traditions, practices, and community needs in the performance of duties.
  • Engage with the community in a respectful and culturally sensitive manner.
  • Demonstrated experience working in community or not-for-profit organisations.
 

 

Key Skills & Attributes

  • Demonstrated ability to manage administration in a fast-paced environment.
  • Strong interpersonal and communication skills.
  • High level of proficiency in Microsoft Office Suite and familiarity with cloud-based systems.
  • Competence in design software (e.g., Canva, Adobe Suite).
  • Strong organisational and time-management skills, with the ability to manage competing demands.
  • Flexible, proactive, and solution-focused approach.
  • Capacity to handle sensitive information with discretion.
  • Ability to manage up as well as manage down, including effective delegation of responsibilities.

Qualifications & Experience

  • Tertiary qualifications in business administration, communications, marketing, or a related field (preferred).
  • Minimum of 3 years’ experience in administration, executive support, or a related role, preferably in a community or not-for-profit setting.
  • A current Working with Children Check and Police Check.

Please send your resume and a short cover letter to info@kehilatnitzan.org.au. Only short-listed candidates will be contacted.

Thu, 16 October 2025 24 Tishrei 5786