We’re looking for a confident and tech-savvy Executive Assistant to support the Director Property and Housing in a fast-paced and dynamic environment. This 12-month maternity leave cover is a key role that helps keep things running smoothly across a diverse portfolio that includes construction, sustainability, facilities, and property management.
Your days will be varied - coordinating calendars and meetings, preparing documents and reports, responding to enquiries, and keeping records up to date. You’ll be someone who thrives on being organised, takes initiative, and enjoys solving problems before they land on someone else’s desk.
You’ll bring experience supporting senior leaders, along with strong attention to detail and the ability to manage competing priorities. You’re comfortable with technology and confident using tools like Microsoft Office, SharePoint, Content Manager, and Technology One Enterprise Software - or willing to learn.
Success in this role comes from being curious, adaptable, and proactive. You’ll support not only the Director Property and Housing but also provide occasional assistance to other managers in the team. Your ability to stay calm under pressure, manage information, and keep things moving will be highly valued.
If you take pride in your work, enjoy variety, and like being the go-to person who makes things happen - we’d love to hear from you.
Description:
POSITION DESCRIPTION
The primary responsibilities of the Catholic Diocese of Maitland-Newcastle Property Services Department are property development, site-specific master planning, project planning and construction management, commercial development, facilities management and maintenance.
The Executive Assistant provides high-level executive and administrative support to the Head of Property Services to ensure the Property Department is supported promptly and effectively.
Skills and Experiences:
EXPERIENCE/CRITERIA
- Previous experience as an Executive or Personal Assistant within a corporate office environment.
- Capacity to self-direct and be responsive to supervision and general direction when it is required.
- Experience innovating ways to improve the quality and efficiency of own output.
- Demonstrated practical accounting and administrative skills.
- Experience in Facilities, Construction, Commercial Property and or Project Management.
- Demonstrated advanced skills in Microsoft Office applications (MS Excel, MS Access, MS Word and Accounting systems)
- Experience in database creation and maintenance.
- Highly developed organization skills: personal organization and work organization.
- Highly developed communication skills: written, verbal, interpersonal, and negotiation.
- Demonstrated decision-making / problem-solving skills and the ability to navigate conflicting demands and priorities.
- Demonstrated experience in report preparation.
- Demonstrated experience in coordination of meetings, preparation of agendas and recording of minutes.
- Experience in using Facilities Maintenance software applications (Desirable).
- Experience in using electronic records management systems (Desirable).
- Business Administration Diploma or Certificate IV or equivalent
- Property management (Desirable)
- Project administration (Desirable)
- Asset Management (Desirable)
Please provide a current copy of your Resume and a Cover Letter which addresses the two criterion points below:
- Why you want this role and how it aligns with your career goals.
- Your qualifications and experience in a similar position.
To know more about this position, please reach out to Ray Bowen, Director of Property and Housing; ray.bowen@mn.catholic.org.au
Recruitment agencies: We kindly ask that you do not contact us regarding this vacancy, as we are managing the recruitment process directly.
Additional information
The Diocese of Maitland-Newcastle is committed to safeguarding children and vulnerable persons and preventing those in our care from suffering abuse or neglect. It is committed to implementing and maintaining compliance with the NSW Child Safe Standards and the National Catholic Safeguarding Standards and takes a zero-tolerance approach to abuse of children or vulnerable persons.
All who work in the name of the Diocese must comply with the Diocesan Safeguarding Framework Policy and act in accordance with the Diocese’s Code of Conduct which includes the Diocese’s Safeguarding Commitment Statement. Employees are required to undergo a National Police Check and retain a valid NSW Working with Children Check where necessary, in accordance with legislation.