Executive Assistant to CEO

Summary:

We are seeking a highly organised Executive Assistant to support the CEO. This pivotal role involves managing schedules, coordinating meetings, and handling communications to ensure the smooth operation of executive functions. The ideal candidate will possess strong administrative skills and the ability to thrive in a fast-paced environment, contributing significantly to our executive operations.

Responsibilities:

• Organise and prepare for scheduled and ad hoc meetings including but not limited to Board Meetings, AGM, Executive management meetings, finance meetings, community meetings, staff meetings, quality and stakeholder meetings (internal and external). Undertake the collation, production and distribution of notices, agendas, minutes, or meeting papers. Provide any documentation that serves to enable meetings to be conducted within constitutional and legislative requirements and maintain records of same.
• Maintain statutory registers for: Resolutions; Current and Former Membership; Minutes; Conflict of Interest; Aboriginality; Common Seal; and any other registers that may be required.
• Maintain in a confidential and secure manner records of all meeting material, minutes, legal documents, communiques, MOUs, notices and registrations and any other official records. Ensure all records are kept in accordance with required standards and legislation.
• Contribute to the effective functioning of the CEO office by providing high-level administration support including diary management and timely and effective communication with internal and external stakeholders.
• Assist in the preparation of reports for the CEO and Executive Team and ensure accuracy, clarity, and timeliness of the documents, including the Annual Report.
• Draft correspondence and/or prepare response documents as directed by the CEO.
• Organise and coordinate events as directed including but not limited to NAIDOC, Christmas parties etc. Organise travel and accommodation requirements of CEO, Executive and Board Members on official duty.
• Liaise with CEO, Executive, Board Members, Community, and other stakeholders to enable effective communication and facilitation of Ramahyuck business.
• Participate in quality and accreditation audits as required and assist with the management of the Quality Management System.
• Assist with the production of the community newsletter.

Qualifications:

• Proven experience as an Executive Assistant or in a similar administrative role
• Strong organisational and time-management skills
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Ability to work independently and as part of a team
• Strong attention to detail and problem-solving skills