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
