Job Title: Junior Executive Assistant

Location: Proximity to Frankston/Mornington (majority remote working)
Reports to: Chief of Staff
Works closely with: CEO, Chief of Staff & Executive Office
Work Type: Full Time Role, 6 month initial contract (funding subject to renewal), 3 month probation

Position Overview

The Junior Executive Assistant (remote) will provide essential administrative and logistical support to the CEO, working with the Chief of Staff, contributing to the smooth and efficient operation of the Executive Office. This is an ideal role for an early-career professional who is organised, proactive, and eager to gain experience at the intersection of international development, policy, and advocacy. This role offers an opportunity to contribute meaningfully to global efforts around food systems transformation, while developing hands-on skills in executive support, strategic coordination, and stakeholder engagement with a team spanning 5 continents. Working outside of office hours required.

Key Responsibilities

Executive Support

Provide day-to-day administrative support to the CEO, including managing calendars, coordinating meetings, scheduling, drafting correspondence, preparing briefing notes, agendas and documentation, alongside the CoS.

Coordination Support

Support coordination of cross-functional team meetings, working groups, and task forces, including note-taking and documentation.

Managing communication with the team:

Circulate Team meeting agendas prior to team meetings.

Maintain a calendar of key global moments relevant to SDG2 advocacy, identifying opportunities for engagement, together with the CEO’s annual planning matrix.

Team Reminders:

Upcoming events, milestones, submissions (reimbursements, invoice, calendars).

Handle queries from the Hub Team

For day to day administration.

Questions about processes.

Data maintenance

Initiate the Conflict of Interest process on an annual basis and maintain records of all responses, flag any conflicts.

Maintain organised digital files, dashboards, and shared resources:

Key working groups (Networking).

Suppliers, Partners.

Staff emergency contacts, birthdays, addresses.

Contract end dates and execute contract renewals (in coordination with the relevant line manager).

Communications, Administration & Logistics Support

Format and proofread internal and external documents, slide decks, and reports.

Coordinate Future Fork Podcast guests, associated tasks and liaise with the production team.

Manage the leave system on Vacation Tracker.

Support coordination of recruitment activities.

Manage all communication and coordination for recruitment activities of the Hub, including interview appointments, coordinating interview teams, gathering and disseminating CVs and interview questions, and filing.

Maintain onboarding materials.

Maintain an inventory of remote office equipment, supplies and other assets:

Purchase of computer and other equipment for new employees.

Receipt of computers from staff that are leaving ensuring passwords and login details are handed over/ cleared.

Coordinate CEO travel arrangements, and event logistics as needed.

Process monthly staff invoices for payment and an extensive executive monthly expense report.

Skills and Competencies Needed

2-3+ years of relevant administrative, office coordination, or executive support experience.

Excellent organisational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced environment.

Strong written and verbal communication skills in English.

Proficiency in Microsoft Office, Xero Accounting; familiarity with project management tools (e.g. Asana, Slack) is a plus.

A proactive, reliable, and professional attitude with a strong sense of discretion and integrity.

Desirable Attributes

Interest in global development, food systems, social justice, or sustainability.

Experience supporting executives or senior leadership in mission-driven organisations.

Ability to work independently and with minimal staff contact during daytime working hours.

Availability for split-shift work on Monday evenings and (minimum) one other evening per week.

Comfort working across time zones and with remote teams.

Proximity to Frankston/Mornington for occasional in-person working or willingness to regularly travel.

Remuneration

AU $70,000 - $75,000 (commensurate with experience - includes superannuation)