Executive Assistant

Project Independence; Canberra; Hybrid; AUD 45,000 - 65,000; Part time

Job summary

Project Independence in Canberra seeks an Executive Assistant to provide high‑level administrative support to the leadership team. This part‑time hybrid role combines on‑site and remote work, with responsibilities including calendars, meetings, travel, agendas, minutes, and confidential information.

You will also support expense processing, board communications, records management, and coordination of program activities while collaborating with staff and external partners to advance our mission.

Qualifications

• Strong executive administrative assistance and support skills.
• Experience with calendar, meeting coordination, and document preparation.
• Ability to prepare, review and reconcile expense reports with attention to detail and basic financial literacy.
• Excellent communication skills, both written and verbal, with diverse stakeholders.
• Proficiency with office productivity tools and comfortable in a hybrid environment.

Responsibilities

• Manage calendars, schedule meetings, prepare agendas and minutes.
• Organize travel and events, handle correspondence and confidential information.
• Support processing of expense reports and board/stakeholder communications.
• Maintain records and files; coordinate program-related activities and documentation.
• Collaborate with staff and external partners to support Project Independence’s mission and services.

Skills

Calendar management

Meeting coordination

Document preparation

Records management

Confidential handling

Expense reports

Communication skills

Time management

Stakeholder liaison

Hybrid work adaptability

Education

Administration/Business qualification

Diploma/Certificate in Administration

Tools

Microsoft Office

Google Workspace

Job description

Company Description

Project Independence is a charity dedicated to supporting people with intellectual disabilities to achieve independent living and home ownership. Through a unique model, residents can build equity in their rental property while developing life skills and supported decision-making capabilities. Starting in Canberra and expanding nationally, Project Independence offers secure, long-term accommodation and genuine pathways to owning a home. The organization believes everyone deserves a safe place to live and the confidence and pride that come with independence. It also delivers structured courses, such as Pathways to Independence, to build key skills in self-advocacy, daily living, and relationships.

Role Description

The Executive Assistant will provide high-level administrative support to the leadership team, ensuring smooth day-to-day operations and effective coordination across the organization. This part-time hybrid role is based in Canberra, with a combination of on-site work and some work from home. Key responsibilities include managing calendars, scheduling meetings, preparing agendas and minutes, organizing travel and events, and handling correspondence and confidential information. The Executive Assistant will also support the processing of expense reports, assist with board and stakeholder communications, maintain records and files, and help coordinate program-related activities and documentation. The role involves collaborating closely with staff and external partners to support Project Independence’s mission and services.

Qualifications

• Strong Executive Administrative Assistance and Executive Support skills, including calendar management, meeting coordination, and document preparation.
• Experience with Administrative Assistance activities, such as records management, office organization, and handling confidential information.
• Ability to prepare, review, and reconcile Expense Reports with attention to detail and basic financial literacy.
• Excellent Communication skills, both written and verbal, with the ability to interact professionally with diverse stakeholders.
• Proficiency with office productivity tools (e.g., Microsoft Office or Google Workspace) and comfort working in a hybrid environment.
• Strong organizational and time-management skills, with the ability to prioritize and meet deadlines in a part-time role.
• Demonstrated commitment to inclusive, non-discriminatory practices and an interest in disability services or community-focused work.
• Relevant training or qualifications in administration, business, or a related field are beneficial; prior experience supporting executives or boards is an advantage.