An exciting opportunity has become available for an energetic, organised, efficient and suitably experienced Executive Assistant to support the Head of Formation at Bellfield College.

This role is responsible for holistic event management from coordinating to delivering the full program of official events held by the College throughout the school year.

The successful candidate will be responsible for providing high-level administrative and organisational support to the Head of Formation, whilst also accountable for coordinating and facilitating an even flow of work through the administration office to ensure matters of high priority are attended to in an efficient manner.

The Executive Assistant should possess the ability to multitask and prioritise competing demands with a focus on delivering great outcomes, whilst also maintaining a high level of professionalism.

This is a full-time temporary 12-month maternity leave position across 48 weeks of the year, with an immediate start.

Hours of Work: 38 hours per week, 8.00am till 4.00pm Monday to Friday.

Annual Leave: Four weeks annual leave. It is an expectation that leave will be taken in the school holidays during the College closure period in December and January.

Staff employed in Executive Assistant positions at Bellfield College may be required from time to time, to work reasonable additional hours to fulfil the duties of the position. The salary and conditions of this position will be negotiated in line with qualifications and experience and are subject to the Support and Operational Staff Multi-Enterprise Agreement. Generous remuneration above the published 2024 MEA rates.

Key Responsibility Areas

Working in close collaboration with the Head of Formation, School Leadership team and wider school community, the Executive Assistant to the Head of Formation is responsible for creating and maintaining the annual official events program at the College.

Responsibilities include but are not limited to:

• Provide high-level professional administration support to the Head of Formation, School Leadership team and teaching staff
• Manage the Head of Formation calendar and appointments
• Act as Minutes Secretary for various meetings and other committees chaired by the Head of Formation
• Develop and coordinate event timelines and budgets for annual official event programs
• Identify and prepare the information requirements for the Head of Formation for meetings, appointments, and presentations in respect of School events
• Ensuring each event is designed to uphold the values and high standards that the school holds itself accountable to
• Collaborating with the Head of Formation and College Leadership to ensure there is a coordinated approach to holistic guestlist management including invitation and RSVP process
• Developing detailed event plans and run sheets
• Securing venues (which may involve negotiating terms and conditions)
• Securing suppliers and sub-contractors
• Sourcing materials for themed events
• Managing pre-event, event and post-event logistics
• Ability to work flexibly to ensure you attend all events to ensure effective coordination of events
• Coordinating staff, suppliers and sub-contractors during the event
• Critically assessing each event for opportunities to improve
• Seeking stakeholder input and feedback on key signature events
• Attend training programs, as required
• Attend office administration and whole staff meetings, as required
• Attend to student, staff and visitor emergency and non-emergency situations in a calm, caring and compassionate manner
• Other tasks and duties as determined by the Head of Formation

Our Ideal Candidate

To be considered for this position, the successful candidate will need to demonstrate:

• Proven ability to coordinate several events within the same timeframe
• Strong attention to detail
• Highly developed communication and interpersonal skills
• Demonstrated ability to liaise effectively with all areas of the school
• Ability to gather and process information quickly
• Ability to manage your time effectively
• Ability to work without supervision
• Ability to foresee potential problems and provide positive solutions
• Ability to meet deadlines under pressure through effective time management
• Ability to maintain confidentiality and exercise discretion with sensitive information in accordance with the College's policies, rules and regulations
• Strong relationship-building skills with an ability to develop positive relationships with diverse members of the community
• Demonstrated experience in Google Applications and Microsoft Office Suite, particularly MS Word, Excel and PowerPoint
• Actively support and contribute to a healthy staff culture focused on customer service
• Commitment to the vision and mission of Bellfield College and demonstrated ability to uphold the ethos of the organisation
• Strong commitment to child safeguarding principles and possess a valid Working with Children Check
• Has proven experience as an Executive Assistant in a similar role
• Experience working in a school or educational setting is an advantage, but not required
• A valid First Aid Certificate would be an advantage.

Applying

Applicants for the Executive Assistant to the Head of Formation are required to complete the following:

Covering Letter of 2 pages maximum which includes:

• Addressing the Key Responsibilities areas above
• A Working with Children Clearance

Resume which includes:

• Qualification(s) and Employment history (From current to previous)
• Key Achievements AND how they have led to positive outcomes in your workplace
• Key Professional Development (which has shaped your thinking and practice)
• Three Professional Referees (one of whom must be a current employer)

Applicants must have the citizenship/residential/visa right to work in Australia.

All applications should be addressed to Amy Carrigg, Head of Business Operations, and emailed to: amy.carrigg@bellfield.nsw.edu.au

Applications close Friday, 4th October at 5:00pm.

Bellfield College is committed to providing equal opportunity and supporting our communities by providing opportunities to grow and make a real difference. We work hard to create a safe and inclusive environment for all.

Bellfield cares about keeping children and young people safe. Protecting and promoting the emotional, physical, cultural and spiritual wellbeing of children, young people, and employees, is central to all aspects of the operations and culture of Bellfield College.