Executive Assistant

Starlight Children's Foundation Australia Inc; City of Melbourne; On-site; AUD 65,000 - 85,000; Full time

Job summary

Starlight Children’s Foundation Australia Inc is seeking an experienced administrative coordinator to support the Head of Programs and a national programs portfolio. You will manage complex diaries, travel and meetings, prepare briefing materials and maintain records, enabling the Programs team to operate efficiently.

You will coordinate projects, generate reports and governance papers, and liaise with internal and external stakeholders with discretion and professionalism.

Qualifications

• Experience managing multiple calendars, travel bookings and coordinating various projects.
• Strong attention to detail and ability to juggle competing priorities with professionalism.
• Proficiency with Microsoft Office and modern communications tools.
• Collaborative approach with sound judgement and discretion with confidential information.

Responsibilities

• Provide high-quality administrative support to the Head of Programs and the Programs team.
• Coordinate diaries, correspondence and travel arrangements; prepare agendas for meetings and workshops.
• Develop briefing materials, presentations and background information as required.
• Support Programs projects and continuous improvement activities.
• Coordinate reports, governance papers and stakeholder communications.
• Maintain accurate records and documentation; support expenditure tracking and purchase orders.
• Assist with governance meetings of the Starlight Health Advisory Board and Programs Leadership Team.

Skills

Diary management

Travel arrangements

Project coordination

Attention to detail

Microsoft Office

Tech savvy

Collaboration

Communication

Proactive mindset

Tools

Microsoft Office

Job description

About Us

Our mission is to brighten the lives of seriously ill children and their families. Our programs bring fun, joy and laughter when they need it most…because happiness matters.

When you join Starlight, you'll:

• Make a real difference, positively impacting the lives of seriously ill children, young people, and their families.
• Be part of inspiring, purpose-led work.
• Work collaboratively, using your strengths every day.
• Join an exceptional team recognised as a Great Place to Work, one of AFR's Most Innovative Companies, and Australia's most trusted children's charity.

About the Role

Provides high-quality support to the Head of Programs, enabling effective leadership of Starlight's national programs portfolio through proactive coordination, administration, and project support. The role contributes to the smooth functioning of the Programs team and supports achievement or organisational priorities. Provide comprehensive support including diary management, correspondence, and travel arrangements. Prepare agendas and coordinate actions arising from meetings and workshops. Develop briefing materials, presentations, background information and other documentation. Support Programs projects, initiatives and continuous improvement activities involving the Head of Programs. Coordinate reports, presentations and governance papers. Maintain accurate records, documentation and stakeholder information Reconcile corporate credit card, prepare purchase orders, process invoices and support expenditure tracking in line with policies and procedures. Build positive relationships with internal and external stakeholders, acting as a professional point of coordination and communication. Support the effective functioning of the Starlight Health Advisory Board and Programs Leadership Team.

To thrive in this role, you'll bring:

• Experience with extensive diary management, travel arrangements and varied projects.
• Ability to juggle competing priorities with warmth, professionalism and calm.
• Exceptional attention to detail and the ability to juggle multiple tasks, deadlines and projects.
• Proficiency with Microsoft Office.
• You are tech savvy and interested in how tech can enable more of the human.
• A collaborative and inclusive approach, exercising sound judgement and discretion with confidential or sensitive information.
• Most importantly, you bring a grounded presence and a strong sense of purpose aligned with Starlight's mission.
• You're someone who takes pride in enabling others to lead and succeed.
• A natural organiser who thrives in a dynamic, purpose-driven environment.
• Strong communication, discretion and relationship-building skills.
• Proactive mindset - you see what needs doing and make it happen.

Diversity and inclusion

We seek candidates from diverse backgrounds who will bring rich experience and perspective to the team, which we know will enhance our creativity and collective intelligence. Our aim is for Starlight to reflect the broader community and we encourage applications from Aboriginal and Torres Strait Islander peoples, members of the LGBTIQA+ community, people with diverse abilities and those who are mature aged or just starting out in their careers. We are committed to positive employment experiences in an environment where everyone is included, respected, safe and treated fairly, so you can be your best and true self every day. If we can make accommodations to our recruitment process to better enable you to shine, please include this in your application. For more information on Starlight's commitment to Diversity, Equity & Inclusion, please visit our website. Here you will also find Starlight's vision for Reconciliation and our current Stretch Reconciliation Action Plan (RAP).

Successful applicants will undertake a Working With Children Check and a National Police Check as they join the team and throughout their Starlight career.