Executive Assistant to International Directors, Cairns

If you’re someone who is enthusiastic and passionate about keeping things organised, and if missions hold a special place in your heart, then we’re so excited to connect with you.

Right now, we’re on the lookout for an experienced Executive Assistant to provide crucial support to our COO, Executives, and our senior leaders at our Cairns Support Office.

We are MAF, a Christian organisation that utilises aviation and technology to help and hope to be underdeveloped communities around the world. Founded in 1945, MAF has a presence in 31 countries.   

MAF’s history reflects a strong commitment to serving some of the most remote and hard-to-reach communities in the world. MAF’s 116 aircraft, provide vital transportation services to medical personnel, development workers, and aid organisations across the globe. The organisation also delivers Bibles, church materials, and other resources to communities with limited access to Christian teaching and worship services.

We’re hoping to find someone who is not just skilled but also approachable and easy to get along with – a professional who communicates and collaborates with all stakeholders and pays attention to the smallest detail. Some of the tasks might require a lot of sensitivity and the utmost confidentiality. This is your chance to shine and join a team that’s all about compassion, quick thinking and going the extra mile to make things happen.

What’s waiting for you here is more than just a job – it’s an opportunity to be part of something bigger. You’d be joining us on our journey to reach the farthest corners of the world, sharing the incredible love that drives us. So, if you’re ready to make a real impact, we can’t wait to hear from you.

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 inboxes, 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.

You 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.

As a Christian organisation, MAF abides by Biblical foundations and values and fully committed to a Christ-centred vision and mission. You will be required to align yourself with our 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