AIM is a leading specialised, independent and not-for-profit education provider offering students cutting-edge learning in the creative industries. We deliver courses at undergraduate and postgraduate level at campuses in Sydney and Melbourne. Our unique industry-relevant programs are designed to support a diverse range of careers, and AIM has an outstanding record for producing talented graduates.
This is a full-time permanent role to commence as soon as possible.
Under the supervision of the CEO, the Executive Assistant will provide comprehensive, efficient and effective administrative and secretarial support whilst maintaining the highest level of discretion and confidentiality.
The Executive Assistant is responsible for:
Effectively managing appointments for the Chief Executive Officer, and other Executive Leaders
Taking accurate dictations of, and/or drafting, emails, letters and other correspondence
Filtering, prioritising and distributing all incoming communications such as emails, calls and correspondence, and professionally receiving and interacting with visitors
Accurately recording, transcribing and distributing minutes of meetings within required timeframes
Coordinating corporate travel and accommodation bookings for all AIM staff, including compiling itineraries.
Coordinating conference and/or meeting bookings for the Executive team
Compiling itineraries for corporate travel and conferences including the preparation of agendas/ briefing documents and background research required for meetings and appointments
Undertaking research and preparing monthly reports, presentations, speeches, submissions and other correspondence
Managing and processing invoices, payments and expenses according to prescribed policies and processes
Improving and developing systems and processes to ensure an efficient and accurate level of support can be provided.
Acting as a gatekeeper to ensure the Chief Executive’s time is managed effectively
Working cooperatively with other administrative staff in the Institute, supporting and undertaking duties and activities across the Institute as and where required
Communicating and coordinating interactions with a range of people including the wider staff, public, agencies, dignitaries and representatives from other organisations
What skills and experience should I have?
Certificate/Diploma in Business Administration or equivalent experience
Bachelor’s Degree is desirable
Previous experience supporting a Senior Executive
Demonstrated experience of extensive diary management and full itinerary travel scheduling
Demonstrated experience in implementing and maintaining document management and control systems
Advanced MS Office program skills including Word, Excel, PowerPoint, Outlook, SharePoint and relevant HRIS systems.
Evidenced public relations skills to enable professional interaction with a range of people and cultures including senior management and other staff, the public, dignitaries and representatives
Demonstrated experience in drafting correspondence, presentations, and reports
Demonstrated ability to maintain confidentiality and an understanding of commercial in confidence practices
Demonstrated experience in the preparation of agendas and minutes
Previous experience working in an educational environment is desirable
What do I need to stand out from the rest?
Share our passion for education and the creative industries
Be a team player and show a genuine interest in supporting your colleagues and the students
Be flexible, embrace change and be an advocate for continual improvement
Be proactive and demonstrate initiative
Get the job done with a sense of humour
Why should I work at AIM?
Lively campus atmosphere
Work alongside some of Australia's most talented music, entertainment and performing arts professionals
Passionate and supportive team, who genuinely place the student at the centre of everything we do
AIM is changing! If you're up for the challenge, this is a great time to join our team and contribute to the continual improvement of AIM.