Overview:
We are seeking a dynamic and proactive executive assistant to provide high-level support to our CEO within the disability sector. The ideal candidate will possess exceptional organisational skills, excellent communication abilities, and a passion for making a positive impact on the lives of individuals with disabilities. We are a disability support provider based in Queensland, Australia.
Responsibilities:
Phone calls and communication
- Handling incoming calls, taking messages, and directing them to the most suitable person.
- Making outgoing calls on behalf of the CEO.
- Maintaining and ensuring messages are relayed accurately and promptly.
Email management
- Monitoring and prioritising emails on behalf of the CEO, ensuring timely and professional correspondence.
- Filter and redirect incoming emails, inquiries, and requests as appropriate.
Calendar and meeting coordination
- Maintaining and organising the CEO’s schedule within different time zones by scheduling meetings, appointments, and events.
- Coordinate logistics for meetings, including venue booking, video conference setup, and agenda preparation.
- Ensure the CEO is well-prepared for all meetings by providing the necessary documents and information in advance. This includes visual aids that meet our “be great” standard for quality and branding.
Drafting and editing
- Prepare and draft emails, memos, reports, and other documents on behalf of the CEO with accuracy and attention to detail.
- Proofread and edit documents to ensure clarity, consistency, and adherence to organisational standards.
Remote support and communication
- Provide remote support to the CEO by maintaining regular communication via phone calls, messages, and video conferences.
- Stay updated on the CEO’s schedule and priorities to facilitate seamless remote assistance. This includes working within the CEO’s business timeframes.
Liaison and relationship management
- Act as a liaison between the CEO and internal and external stakeholders, fostering positive relationships and ensuring effective communication.
- Collaborate with other team members to facilitate efficient information flow and coordination.
Travel coordination and logistics
- Arrange domestic and international travel itineraries for the CEO, including flight bookings, hotel accommodations, transportation, visa arrangements and relatable ground logistics.
- Prepare detailed travel agendas, ensuring all necessary documents and arrangements are in place.
Expense management
- Manage and track the CEO’s expenses, including reimbursements, credit card statements, and invoices.
- Prepare expense reports and ensure accuracy and compliance with company policies.
- Manage and track the overall organisations expenses and report to the CEO directly to ensure the management of this business.
Meeting support
- Assist in the preparation of materials for board meetings, including agendas, presentations, reports, and minutes.
- Coordinate logistics for board meetings, such as venue arrangements and catering, if necessary.
- Arranging and coordinating meetings, including scheduling, meeting rooms, setting up conference calls or video conferences, preparing agendas, taking minutes, distributing meeting material and follow-up actions.
- Attend the HOD meeting weekly, taking note of the meeting minutes, including action points for the team and CEO. Ensure the CEO’s follow-ups are tended to with liaison to the team and CEO.
Documentation and record-keeping
- Assisting in document preparation, formatting, and proofreading (assistance from the marketing and communications lead may assist with this task)
- Organising and maintaining files, records, and databases.
Problem-solving and decision-making
- Handling unforeseen issues, troubleshooting problems, and making decisions to ensure smooth operations in the CEO absence with support from the HOD team.
Project coordination and follow-up
- Support the CEO in managing various projects by tracking progress, deadlines, and deliverables.
- Follow up on action items, tasks, and commitments made by the CEO during meetings.
Confidentiality and information management
- Maintain confidentiality and discretion in handling sensitive information, documents, and conversations.
- Organise and manage electronic and physical filing systems, ensuring easy access to important documents. This includes utilising the CRM system in place as well as online storage systems.
Communication liaison
- Serve as a central point of contact for internal and external communications, screening and redirecting inquiries as needed.
- Take phone calls and direct emails to necessary team members for follow-up on inquiries.
- Facilitate communication flow between the CEO and team members, clients, partners, and stakeholders.
- Liaise with industry professionals on behalf of the CEO to schedule and attend networking and industry events ensuring the CEO is prepared with collateral for these events.
- Act as a liaison between internal and external stakeholder.
- Build and maintain relationships with clients, partners, team members, and other stakeholders of Great Mates.
Prioritisation and time management
- Assessing tasks and prioritise to ensure the most critical matters are addressed promptly.
- Managing the CEO’s time effectively to optimise productivity.
Strategic support
- Provide research and gather information on industry trends, competitors, and other relevant topics to support the CEO in decision-making processes.
- Assist in the execution of special projects, initiatives, or presentations as requested by the CEO.
Research and information gathering
- Conduct research on various topics, compiling information and preparing briefs or summaries to air the CEO in decision-making process or presentations
Organisational management
- Assist with the CEO’s personal commitments to ensure this does not hinder the overall business productivity.
Closing:
This list is not an exhaustive list of the tasks required to support our CEO, but an example of daily support required. This role offers an opportunity to make a meaningful difference within the disability sector and support the CEO in driving our organisation’s mission forward. If you are passionate about providing exceptional executive support and contributing to a positive impact, we encourage you to apply.
Requirements:
- Working hours are 1am – 9am SAST, Monday – Friday.
Qualifications
- Bachelor’s degree in business administration, communications, or a related field is preferred.
- Experience as an executive assistant or similar role, preferably in the disability sector or within a non-profit organisation.
- Excellent verbal and written communication skills, with strong attention to detail.
- Proficiency in using email management tools, calendar applications, and the Microsoft Office suite.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Exceptional organisational and multitasking abilities in a fast-paced environment.
- Empathy, understanding, and a commitment to the mission of serving individuals with disabilities.
Skills
- Proficient in Microsoft Office
- Email etiquette
- Concise and comprehensive minute taking
- Positive attitude
- Problem-solving mindset
Company Description
We are a leading organisation within the disability sector in Australia dedicated to providing quality care and support to people living with a disability and their families. We are committed to enhancing the lives of individuals with disabilities by offering innovative solutions and fostering inclusivity in all aspects of life.
