Executive Assistant (to Philanthropy Director)

Position Overview

The Executive Assistant to the Philanthropy Director is responsible solely to the Philanthropy Director and for providing the highest level of event coordination, administrative and secretarial support.

This position is integral to the effectiveness of the Philanthropy Director and the Philanthropy Department who are actively responsible for driving growth in donor numbers, revenue and engagement.

This role requires the Executive Assistant and the Philanthropy Director to work as a collaborative team to maximise the effectiveness and efficiency of the Philanthropy Director . The team effort ensures that responsibilities of the Philanthropy Director are achieved with expediency. At all times the position requires the highest level of confidentiality, as well as a positive and diplomatic approach when liaising with internal and external personnel on behalf of the Philanthropy Director and The Australian Ballet. The working environment is dynamic, fast-paced and challenging.

Duties and Responsibilities

• To support the Philanthropy Director, the Executive Assistant is responsible for
• Organising and managing the Director’s diary and activities & ensure Director is briefed & prepared
• Reading all incoming and outgoing emails and taking action where appropriate
• Answering all inbound calls to Director & action all donor requests including ticketing & other requests & queries
• Ensuring Philanthropy Team is fully informed with all company and donor information
• Managing all correspondence, ie preparing drafts, printing, scanning, posting
• Arranging the Director’s travel and accommodation
• Maintaining accurate and up to date records of all relevant major donor contacts
• Overseeing and completing the Director’s expense account
• Arranging philanthropy team meetings and others as required
• Assisting with preparation of monthly Board reports
• Attending events as required

Administration

• Initiate & coordinate all aspects of opening nights for the Company & major Philanthropy events including theming, event run sheets, briefings & internal communications
• Liaison with other opening night internal stakeholders, particularly EA to Executive Director & Director of Partnership
• Marketing liaison for the production of event collateral
• Maintain budgets and oversee invoicing
• Action other priorities and projects and requested by the Philanthropy Director

Event Coordination and Planning

• Manage project plans and ensure that all stakeholders are informed about the deliverables
• Coordinate including menu & beverage selections, deliveries, stocktakes and collections
• Coordinate all items necessary for theming and decoration
• Act as lead supervisor on the ground for all events from start to finish
• Delegate responsibilities and supervise staff for events
• Oversee the coordination and supervision of all events run in the PPABC
• Other Company and Philanthropy events as directed by Philanthropy Director
• Primary liaison with venues for event logistics
• Primary liaison with technical and production teams for event requirements
• Negotiating suppliers and contractor arrangements

Knowledge, Skills and Abilities

• Extensive experience in secretarial work

• Event coordination experience is desirable but not essential

• A knowledge of or background in philanthropy and the performing arts is helpful

• Computer literacy skills

• Well-developed time management skills

• Strong sense of confidentiality and professional loyalty

• Ability to form good professional relationships internally and externally

• Maturity