Description:
EXECUTIVE ASSISTANT
Role: Executive Assistant
Department: Office of the CEO
Working at the Sydney Symphony Orchestra means you are part of an organisation that has
presented music in Sydney and around the world for 90 years. We tour with some of the greatest
names in classical music, and present unique on-stage collaborations with performers from
across the world of music in our home city.
Our priority is to support live music, our staff and musicians and our loyal customers who
demonstrate their rock-solid support every day.
PURPOSE
The Executive Assistant is responsible for providing high-level administrative support to the CEO,
Chair and Chief Conductor as required, as well as coordinating the activities of the Executive team
and Board.
The Executive Assistant is an experienced corporate administrator who can work collaboratively and
is a well-organised person who handles day-to-day operations with a focus on efficiency and time
management. The Executive Assistant is responsible for streamlining administrative procedures and
identifying opportunities for process improvements. The Executive Assistant is an energetic, flexible
and ‘unflappable’ professional who thrives in a fast-paced environment and doesn’t mind wearing
multiple hats.
The Executive Assistant should be comfortable liaising with internal and external stakeholders at all
levels, including Directors, Executives, community members, donors, artists and senior government
representatives.
KEY RESPONSIBILITIES
- Manage the calendars of the Chief Executive and Chair.
- Collaborate with Executive Team members to ensure smooth preparation of materials in
advance of Executive Team and Board meetings.
- Board of Directors & Committees: In collaboration with the Company Secretary and the
CEO, manage the annual Board and Committees calendar; prepare, edit and finalise Board
and Committee meeting materials for timely distribution; arrange Board and Committee
meetings; and support the smooth operation of Board-related matters.
- In collaboration with the Chair, CEO and Company Secretary, prepare and distribute agendas
for Board and committee meetings.
- Attend Board and Executive Team meetings; prepare minutes and manage actions arising.
- Manage multiple project timelines effectively.
- Provide day-to-day administrative support to the CEO and Chair including:
o Drafting letters, emails, reports and meeting minutes
o Manage the CEO’s inbox, keeping track of email issues requiring resolution in a
timely fashion, and delegating to the Executive team where appropriate.
o Make meeting, travel, meal, conference, teleconference, business gift and other
arrangements as required.
o Process invoices.
o Complete credit card reconciliations and expense claims.
o Arrange concert tickets.
o Arrange Artist entertainment as required
- Provide office management services including:
o Routine purchasing of kitchen items and stationery
o Order catering for full company events, meetings and conferences
o Liaising with building management and suppliers to schedule office repairs and
building maintenance
o Manage office swipe passes and security access
o Ensure the office environment is clean and presentable
- Respond to enquiries and routine requests for information, escalating enquiries as necessary,
to ensure the provision of accurate information.
- Provide event coordination support
- Update records and databases, complying with records management processes, to ensure
information is accurate, stored correctly and accessible.
- Other duties as required.
QUALIFICATIONS & EXPERIENCE
- Previous experience providing administrative support at the Executive level.
- Ability to work proactively and autonomously with limited supervision.
- Demonstrated success managing projects end-to-end and meeting deadlines in a fast-paced
environment.
- Excellent written and verbal communication skills; English grammar, business writing and
spelling skills combined with a strong attention to detail.
- Demonstrated ability to manage sensitive and confidential information with discretion.
- Advanced proficiency in Microsoft Office 365.
- Experience working with large customer databases.
- Demonstrated experience providing event support.
- Excellent organisational and time management skills.
- Ability to prioritise and delegate tasks.
- A passion for arts, culture, and classical music.
- The highest possible ethical standards in all aspects of professional life.
To apply please send a CV and Cover Letter to recruitment@sydneysymphony.com by 21 April 2024.
Please note that applications without a Cover Letter will not be considered.
CAPABILITIES
Capability Group Capability Name Level
Display Resilience and CourageAdept
Act with IntegrityAdept
Manage Self Intermediate
Value DiversityIntermediate
Communicate Effectively Adept
Commit to Customer Service Intermediate
Work CollaborativelyAdept
Influence and Negotiate Foundational
Deliver ResultsIntermediate
Plan and Prioritise Advanced
Think and Solve Problems Adept
Demonstrate Accountability Foundational
Finance Foundational
Technology Adept
Procurement and Contract Management Intermediate
Project ManagementIntermediate
Manage and Develop PeopleFoundational
Inspire Direction and Purpose Foundational
Optimise Business Outcomes Foundational
Manage Reform and Change Foundational
Group and Capability Level Behavioural Indicators
Personal Attributes Intermediate • Adapt existing skills to new situations
Manage Self • Show commitment to achieving work goals
- Show awareness of own strengths and areas for
growth, and develop and apply new skills
- Seek feedback from colleagues and stakeholders
- Stay motivated when tasks become difficult
Relationships Intermediate • Promote a customer focused culture in the
Commit to Customer organisation and consider new ways of working to
Service improve customer experience
- Ensure systems are in place to capture customer
service insights to improve services
Group and Capability Level Behavioural Indicators
- Initiate and develop partnerships with customers to
define and evaluate service performance outcomes
- Promote and manage alliances within the organisation
and across the public private and community sectors
- Liaise with senior stakeholders on key issues and
provide expert and influential advice
- Identify and incorporate the interests and needs of
customers in business process design and encourage
new ideas and innovative approaches
- Ensure that the organisations systems processes
policies and programs respond to customer needs
Results Advanced • Understand the links between the business unit,
Plan and Prioritise organisation and the strategic agenda
- Ensure business plan goals are clear and appropriate
including contingency provisions
- Monitor progress of initiatives and make necessary
adjustments
- Anticipate and assess the impact of changes, such as
government policy/economic conditions, to business
plans and initiatives, and respond appropriately
- Consider the implications of a wide range of complex
issues, and shift business priorities when necessary
Results Adept • Research and analyse information, identify
Think and Solve interrelationships and make recommendations based
Problemson relevant evidence
- Anticipate, identify and address issues and potential
problems and select the most effective solutions from
a range of options
- Participate in and contribute to team/unit initiatives to
resolve common issues or barriers to effectiveness
- Identify and share business process improvements to
enhance effectiveness
Business Enablers Adept • Identify opportunities to use a broad range of
Technology technologies to collaborate
- Monitor compliance with cyber security and the use of
technology policies
- Identify ways to maximise the value of available
technology to achieve business strategies and
outcomes
- Monitor compliance with the organisation’s records,
information and knowledge management
requirements