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.