Executive Assistant/Office Manager

Introduction:
NGS Staff Benefits

Before you learn more about the job ad, we encourage you to familiarise yourself with our fantastic NGS Staff Benefits page (link below) to understand our offering which includes Additional Leave Entitlements, Personal & Professional Development and Health & Wellbeing Benefits.

NGS Staff Benefits link: https://ngssuper.elmotalent.com.au/careers/careers/pages/staffbenefits

About us

We are an award winning, national $16B public offer industry fund focused on the education sector. Click on the video below to learn more!

The Role

The EA/Office Manager supports the Chief Growth Officer (CGO) by delivering high-level executive administrative assistance. Your responsibilities include organising meetings, preparing documents, compiling reports, coordinating necessary meetings, and managing travel and event arrangements. Additionally, you will oversee the Melbourne office’s day-to-day operations.

This permanent full-time role ensures the CGO’s office functions efficiently while enabling the Growth Team to meet its strategic goals through reliable, essential administrative support.

Key focus areas include:
1. Executive and Team Support

Provide comprehensive support to the CGO, including calendar and correspondence management, travel coordination, meeting prioritisation, filtering information, and acting as the central point of contact for stakeholder communications.
Managing diary and travel arrangements.
Prepare and distribute agendas, manage invites, take minutes, and coordinate logistics for executive and other key meetings.
Ensuring accurate and professionally presented documents in agreed format inclusive of Board paper support, PowerPoint presentations and expense management.
Assisting with the organisation of staff conferences, social functions and Board and staff dinners as required.
Establish clear metrics in collaboration with the CGO to evaluate the ROI of Growth activities, including events, sponsorships, and partnerships, and ensure alignment with corporate goals and member best financial interest duty.

2. Office Management

Ensure the smooth functioning of the Melbourne office including:

• Acting as the key point of contact for staff and building management for all facility matters.
• Managing and overseeing the reception function ensuring that all members and other visitors receive a high standard of service.

Ensure all aspects of the office management function are completed to support staff including:

• Ensuring stationery levels and kitchen supplies are adequate and ordered in a timely manner to meet supply demands.
• Ensuring the foyer, office floor, printer room, and kitchen areas are maintained, clean and organised.
• Ensuring all Melbourne office meeting rooms are cleaned, prepared and left presentable both before and after meetings are conducted.
• Manage catering and meeting room set up for on-site meetings.

Managing and liaising with building management and other external contractors and service providers including maintenance and repairs.
Assisting with the management of all key workplace contracts to ensure that they are professionally delivered and within budget.

You have

Demonstratable experience in a similar role
Strong organisational skills including ability to prioritise and meet deadlines as well as a strong attention to detail.
High level time management skills including an ability to be flexible and responsive to changing requirements.
Ability to exercise discretion when handling sensitive information and ensure confidentiality is maintained at all times.

Desirable

Knowledge of (or prior experience in) the superannuation industry.
We are a super fund that has an exceptional work culture, provides a diverse offering in developing our people and offer many benefits including leave outside of the legislative requirements and you can be a part of it while earning an attractive remuneration package!

Interested and suitably qualified candidates should submit a copy of their updated CV via the ‘Quick Apply’ button above. We are reviewing applications as we receive them, so apply today to ensure you don't miss out on this fantastic opportunity!

Please note that to be eligible for this role, you are required to have permanent Australian working rights and residency.