Executive Assistant to International Directors, Cairns

Does it excite you to be part of an organisation where every six minutes an aircraft takes off or lands somewhere in the world, transporting people who live in remote communities and assisting aid and development agencies, missions and churches to share the love of God?

Mission Aviation Fellowship is a unique Christian relief and development charity operating 130 light aircraft in over 30 countries. MAF transports patients, relief workers, produce, medical supplies and Christian workers in the world’s remotest regions: places of deepest human need where flying is not a luxury but a lifeline. We have operated for over 75 years and have developed into a substantial aviation services charity.

We are seeking a highly organised experienced person to join our team as the Executive Assistant to the International Directors. The Executive Assistant works to support our International Directors and other senior staff, handling a variety of administrative and secretarial activities.

These services will sometimes require sensitivity and confidentiality. This is an opportunity to bring your unique skills to be part of a highly skilled team that is compassionate, adaptive and proactive, and delivering exceptional results.
This is a great opportunity to be part of the MAF journey to reach remote areas across the world and share God’s love.

*NOTE: Applicants must have the current legal right to work in Australia. Successful applicants will be subject to pre-employment background checks including a National Criminal History check. Acceptance of and adherence to MAF’s purpose, vision and values is an essential condition of employment.*

“MAF International is a Public Benevolent Institution (PBI). This allows staff to salary package up to $15,900 per year in tax-free fringe benefits, which can lead to significant tax savings.”

Responsibilities

As the Executive Assistant to the International Directors, you will provide personal assistant support by coordinating events and schedules, reviewing and summarising reports/documents, and assisting with research and analysing of projects.. You will also be responsible for coordinating travel arrangements for International Directors, maintaining appointment schedules and calendars, managing in-boxes and taking minutes at various meetings (sometimes online) and circulating these to attendees/stakeholders in a timely manner.

You will need to show proven experience in planning and facilitating of conferences, as you assist with the preparation and running of these events. By acting as the lead coordinator, you will liaise with stakeholders to ensure the smooth running of these assigned events, research the best options within agreed budgets and coordinate travel and accommodation for delegates. Preparing agendas, and sending out timely reminders of key actions for attending delegates are essential activities of the role.

Working hours will be divided between the International Directors and the HR Director. There is some outside of normal hour’s work required for one or two evenings per week, which you will attend and take notes/minutes.

Applicants must have the legal right to work in Australia and should also have a strong desire to deliver high-quality support services to our managers, and current and future employees. There is an occupational requirement for the successful candidate to be able to align themselves fully with MAF’s Christ-centred vision, mission and core values.

Qualifications, Skills & Experience

Essential Criteria:
• Post High School qualification in administration or as a secretary or as PA or equivalent
• Experience as a PA, EA or equivalent to senior management
• Proven experience in effective note taking
• Planning and facilitation of events and meetings, including managing meeting agendas
• Experience in collaboration across a variety of teams
• Working knowledge of Microsoft Office
• Working knowledge of various electronic communication tools and methods

Desirable Criteria:
• Knowledge of Jira or other agile management tools
• Knowledge of various mail distribution systems
• Communications Coordination
• Touch typing
• Knowledge or use of Visio or other flow-charting application