Executive Assistant

Recruitment drive

Video job advertisement

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Social media algorithms favour videos over still content, so we create video advertisements for all vacancies.

We take full advantage of this unique and highly effective form of candidate sourcing in order to reach the right candidate at the right time.

We post our videos on Twitter, LinkedIn and Facebook. Videos are typically posted 10-20 times, based on relevance.


Job advertisement

Executive Assistant

Aquaculture

  • Support the CEO and internal team members
  • Work for a collaborative not-for-profit organisation
  • A cohesive place where people genuinely love what they do
  • The role

Provide executive assistant support with duties including:

Administration 

  • Supporting the CEO and senior staff 
  • Supporting internal team members 
  • Diary management and arranging appointments, booking meeting rooms and conference facilities 
  • Assisting with event management when required 
  • Oversee reception duties 

Board meetings 

  • Taking professional minutes for board and committee meetings 
  • Formatting, collating and distribution of Board and committee papers using Diligent digital meeting pack application 

IT 

  • Providing basic IT support
  • WordPress or web site maintenance 
  • Office 365 systems management 
  • Taking ownership of internal Customer Relations Management (Microsoft Dynamics CRM and case management) system
  • About you

To be successful for this role you will ideally meet the following criteria:

Essential criteria 

  • Experience in executive support 
  • Experienced administrative professional with all-round front office management skills, using contemporary business and digital communication platforms 
  • Proficient minute taker (or the ability to learn quickly) 
  • True team player with a great attitude and personable nature 
  • Capacity to take ownership of the role and use initiative 
  • A creative and collaborative approach to the work environment 
  • Practical experience in administrative and office support using current business platforms 
  • Experience with MS CRM (or like) database, case, and document management solutions 

Highly desired skills/experience 

  • Experience with cloud-based storage and (SharePoint solutions) 
  • Working knowledge of general IT issues and resolutions 
  • Experience with WordPress web design/maintenance 
  • Experience in promotions and events planning 
  • Experience with social media platforms for business  
  • About our client

Our client is the not for profit peak industry body representing aquaculture interests in WA. The small, dynamic group of ten takes a team approach to representing fishers in their relationships with members, government and other marine stakeholders.

An important aspect of this position is public education and outreach, to improve community understanding of WA's responsible approach to sustainable fishing and to further consumer understanding and preference for fresh, local and sustainable WA seafood.

Please note that only people with the right to work in Australia should apply for this position. 

Platforms used

We constantly refresh, rewrite and reformat our job advertisements to optimise the quality of applications received.

Our approach is aggressive - we post around 20 advertisements for every permanent job.

Advertisements are posted on:

  • Seek, Adzuna, Glassdoor, Indeed and Jora
  • LinkedIn, Facebook and Twitter
  • 11 Recruitment
  • On average, our advertisements perform well above the market benchmark for Seek. This is shown in the graph below.


Assessment matrix

Selection criteria

Screen

Interview

Docs.

Skill test

Profiling

Ref. check

Education







Bachelor's degree - advantageous





Experience







CRM (e.g. MS Dynamics)




CEO EA




Professional minute taking - board meetings




Consolidating information for board meetings




Small team management/coaching




Web design/maintenance - ideally WordPress




High-volume administration




Contemporary business/digital communication




CEO diary & travel management




Understanding of IT issues & resolutions




Cloud-based storage - desirable




Event management - desirable




Other







Attention to detail





Microsoft Office - advanced





Adobe software - intermediate





Grammar & spelling - excellent





Verify LinkedIn vs CV




Accept expected salary ($75+)




Previous warning of termination?




Will you pass a drug test?




Personality







Dominance 35%





Influence 32%





Steadiness 59%





Compliance 69%





Forms signed







Health/police check






Signed document - tell the truth






Docs verified







Driver’s licence





Citizen AU/NZ or PR












The Assessment Matrix is our blueprint for the recruitment process; it shows how we shortlist candidates.

Our process consists of screening, interviews, document verification, skills testing, personality profiling and reference checks. The ticks indicate the point at which each criteria is addressed.

We address all criteria at least once during the process. More important criteria are checked multiple times.


DISC profiling

Executive Assistant - job profile

This role requires an individual with a calm approach who will be able to manage a range of routine tasks with ease and efficiency. Such an individual will be able to manage their time to ensure that all tasks are completed in a smooth and timely fashion.

A methodical approach to work and the preference for a structured routine within a relatively stable environment are important aspects of the role. These may require the development and maintenance of systems or procedures, requiring the person to be impartial, yet precise about what they do.

This position would best suit the type of person who is genuinely friendly towards others, and concerned about the welfare of fellow workers. The person should be steady and reliable and keen to provide a service. Such an individual should be content with an unchanging routine and be amenable to receiving instructions from others, preferring not to be giving the instructions. The role requires someone who will tolerate doing repetitious work over an extended period of time without getting bored.

This role requires the type of person who is determined about doing the job well. With an inclination to be a specialist, the person needs to be motivated by security together with acceptance by their colleagues and the satisfaction of getting a job well done The individual would be the type of person who is methodical and painstakingly careful whilst being comfortable following rules and procedures thoroughly. This type of individual would be able to demonstrate the ability to take an objective viewpoint and put personal opinion aside, following the procedure regardless. This requires someone with the determination to complete the job thoroughly; in other words, someone who is capable of dotting their i and crossing their t.

The role calls for an individual who would be comfortable working in the background in a supportive role rather than be in the limelight and receiving the credit for the work done. The need for precision and accuracy is paramount and the individual should be satisfied to concentrate on repetitious work over an extended period of time. They should prefer an environment where the work is predictable and there are unlikely to be any sudden dynamic changes.

Job profile
Executive Assistant


Shortlisted candidates

Candidate A

Candidate B

Candidate C

Behavioural adaptation by the client to match the job profile:

Candidate A

Candidate B

Candidate C

Similar to people, jobs have their own behavioural profile that is based on duties, environment and communication.

We create a profile for every job vacancy, enabling us to match an applicant's behaviour against that of a specific role.

We use DISC, which gives us insight into how an applicant will react in certain situations. It examines the following attributes:

  • Dominance - accomplishing results, the bottom line, confidence
  • Influence - persuading others, openness, relationships
  • Steadiness - cooperation, sincerity, dependability
  • Compliance - quality, accuracy, expertise

Service delivery

Phase 1 - search

Phase 1 - search

Phase 2 - interview

Phase 2 - interview

Phase 3 - offer & acceptance

Phase 3 - offer & acceptance

The three phases of our service delivery process are as follows:

Search

Steps taken between a quote being accepted by our client, and a shortlist being presented

Interview

Steps taken between round one interviews and probity checks being undertaken for the successful candidate

Offer & acceptance

Steps taken between the job offer being accepted and employment commencing


Results

Video views

1,629


Applications received

138


Interviewed by 11 Recruitment

24


Shortlisted

8


Interviewed by client

8


Hired

5

Our aim is to produce a strong shortlist by sourcing widely.

We measure every stage in our recruitment process to ensure we meet this key objective.

Our service comes with an extended 18-month replacement guarantee.

This guarantee means our interests are mutually aligned - to recruit high achievers who will excel and stay.



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