Executive Assistant to CEO: Supporting leadership through effective calendar management, communication coordination, and strategic implementation. This role partners with our CEO to transform creative vision into structured action while ensuring effective time management and follow-through.

As our organisation grows, we anticipate development opportunities providing the right candidate with valuable growth in operations and executive support.

Key Responsibilities

Manage a complex executive calendar, balancing strategic priorities with necessary commitments
Process communications efficiently, ensuring timely responses and appropriate follow-up
Transform creative ideas into actionable plans with clear steps and accountability
Create and maintain organisational systems that enhance follow-through on commitments
Prepare for meetings, document decisions, and track action items to maintain momentum
Support team coordination and stakeholder relationship management
Assist with strategic project implementation and business development activities

Qualifications & Skills

Required:

Excellent English communication skills (written and verbal)
3+ years executive support experience with senior leaders
Exceptional organizational abilities and systematic approach to work
Demonstrated track record of reliable follow-through and task completion
Proficiency with Google Workspace and collaborative tools
Experience in administrative coordination or client service management
Proven ability to manage complex communications and calendars
Independent decision-making capabilities within defined frameworks

Preferred:

Background supporting leadership in growing organizations
Experience with NDIS service delivery and funding structures
Skills in developing and implementing productivity-enhancing systems
Experience with resource optimization and schedule management
Familiarity with Zanda Practice management software and Monday Project Management software
History of creating exceptional service experiences for stakeholders
Getting Things Done (GTD) methodology experience
Healthcare, disability services, or therapeutic administration background

Characteristics & Personality

We're looking for someone who is:

Systems-driven – creates and optimizes processes that maximize productivity
Exceptionally organized – maintains meticulous order with complete accuracy
Consistently reliable – delivers on commitments with quality execution
Proactively communicative – keeps all stakeholders informed appropriately
Partnership-oriented – takes ownership of outcomes that enable CEO effectiveness
Values-aligned – motivated by meaningful work that transforms lives
Growth-minded – actively seeks feedback and continuous improvement
Trustworthy – demonstrates commitment, consistency, honesty and confidentiality

Primary Importance

What matters most in this role:

Calendar and time management – designing executive schedules that enable strategic focus
Email and communication management – comprehensively handling all correspondence with professional responsiveness
Task tracking and completion – ensuring administrative excellence across all organizational functions
Stakeholder relationship management – creating outstanding interactions for clients, referrers, and team members
Executive support – enabling leadership to focus entirely on high-level strategic priorities
Operational systems – building and maintaining processes that support organizational growth