EXECUTIVE ASSISTANT                   

 

KOTO | Know one, teach one

Mission Statement

To empower at-risk youth to pursue lives of dignity by providing life-skills, training and opportunity.

Vision Statement

As a social enterprise we strive to provide positive permanent change for at-risk and disadvantaged youth through the transformative power of social enterprise.

Culture Statement

We are a family who cares about all others, and where big smiles bring promise of love, compassion and security. We work hard because we believe we can make a difference. We work hard because we love our organization for all it represents.

Value Statement

KOTO is built on shared family values between staff, trainees and alumni. This creates the synergy necessary to deliver effective and meaningful training and livelihood creation for at-risk and disadvantaged youth by staff that are committed to—and believe in—the project and the need to engage youth in society. The KOTO philosophy is ingrained in our name: Know one, teach one and is the underlying principle behind our expectations of staff, trainees and alumni. Staff, trainees and alumni will show and practice respect and dignity for one another, and our donors, partners and supporters.

We believe in a just environment for all who come into contact with KOTO. We are deeply committed to excellence and taking pride in our work and mission. We also believe in and practice the following values:

Justice – Community – Respect – Teamwork – Performance

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Position Title:

Executive Assistant

Reporting Structure:    

This position reports directly to Founder/General Manager (GM) of KOTO

Key Working Relations:                                        _                                         

Internal:  Trainees, Trainers, and all KOTO staff

External:  Service providers and community service partners.

Responsibilities:

  • Provide support to the BOM in delivering KOTO overall strategic objectives.


  • Provide administrative services including diary management, booking meetings, planning


    events, organizing travel and preparing travel itineraries, correspondence and prioritizing

    emails for the BOM

  •  Event coordination/management, formal correspondence, relationship development and management.

  • Work closely with the BOM and Head of Department (HOD) through regular correspondence, arrange meetings and prepare briefing materials for the BOM.

  • Liaise with Department Heads and Staff for necessary follow up on queries/deadlines/requests and special functions instigated by the BOM

  • Provide administrative support in the delivery of assignments and initiatives on behalf of the BOM as and when required.

  • Ensure all correspondence and relevant materials are produced in a timely and accurate manner.


  •  Coordinate departmental reports and documentation for the Board of meetings

    and other meetings with outside partners.

  • Coordinate, attend and take minutes for the Founder or GM meetings and any other relevant meetings.

  • To conduct research/ analysis as directed by BOM

  • To produce reports for the BOM as and when required.

  • Follow up on action points from meetings on behalf of the BOM


  • Provide administrative support to the BOM in the follow up and completion of

    departmental work plans.

  • Provide administrative support to the Chairman in implementing organizational projects and programmes.

  • Project assistance – report writing and collection of information from department

  • Provide administrative support to the Chairman in the leadership and management of the organization.

  • Provide administrative services to field offices such as responding to queries, issuingmemos and following up on BOM.

Other Responsibilities:

  • To comply with all policies, procedures, legal and regulatory requirements.

  • The flexibility to work additional/out of hours as necessary to fulfill the requirements of the role and meet the business needs.

  • The post holder may be required to apply for a disclosure confidential agreement as the KOTO Policy

  • Other tasks assigned by BOM

Job Requirements:

  • Fluent English (listening, speaking, reading, writing).

  • Bachelor degree majoring in Business Administration, Marketing, Finance or related fields

  • Knowledge and experience in Project management/Finance  is a plus

  • At least 3 year experience in similar position.

  • Self-starter, mature and high sensitive, well-organized, extremely detail-oriented, and assertive team player willing to take ownership of responsibilities, and possess a high level of positive energy and drive.

  • Able to manage multiple priorities and set appropriate trace systems to track projects and work.

  • Excellent time management, organizational, coordination, and communication skills (verbal and written).

  • Excellent computer skills.

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Note: Due to the nature of the KOTO program, all staff are required to undergo a mandatory criminal record check, and sign and comply with KOTO policies, including its Child and Youth Protection Policy and its Code of Conduct, which includes ethics and anticorruption compliance policies.   

 

Please read Staff Handbook for full conditions of employment and code of conduct.

 

Interested candidates are invited to send their CV and Cover letter to recruitment@koto.com.au