Executive Assistant

BASSCARE; City of Melbourne; On-site; AUD 90,000 - 100,000; Full time

Benefits offered by this job

Salary packaging

Meals & Entertainment benefits

Not-for-Profit salary packaging

Job summary

BASSCARE is seeking an experienced Executive Assistant to support the CEO in Melbourne. This onsite role, based in Canterbury, offers a 9:00–5:00 schedule Monday to Friday with salary packaging benefits for a not-for-profit organisation.

You will manage the CEO's diary, prepare board papers, coordinate travel, and handle confidential information with discretion.

Qualifications

• 3+ years as an Executive Assistant or similar supporting a CEO or board.
• Exceptional organisation and time management.
• Discretion and confidentiality in handling sensitive information.
• Proficiency with Microsoft 365 apps and AI tools.
• Driver’s licence and ability to obtain National Police Check.

Responsibilities

• Provide proactive, professional and confidential support to the CEO and nominated Executive members.
• Manage diaries, appointments, meetings and competing priorities.
• Prepare agendas and coordinate meeting papers and supporting documentation.
• Take Board minutes and support governance activities.
• Coordinate domestic and international travel arrangements for the CEO and ELT.
• Coordinate executive attendance at conferences and events.

Skills

Executive support

Diary management

Stakeholder engagement

Microsoft 365

Tools

Outlook

Word

Excel

PowerPoint

Teams

SharePoint

AI

Job description

Reporting directly to the CEO, you will provide proactive and confidential executive support. This is a key role within the organisation, working closely with senior leaders, Directors and a broad range of internal and external stakeholders. You will be trusted to manage sensitive information, coordinate competing priorities, support effective governance and ensure our executive and Board functions operate smoothly and professionally.

Remuneration and Hours

• $90,000 to $100,000k + Super + Salary Packaging
• Not-for-Profit salary packaging – up to $15,900 per year + Meals & Entertainment benefits
• Monday to Friday, 9:00 to 5:00 pm (onsite) located in Canterbury

Executive Support

• Provide proactive, professional and confidential support to the CEO and nominated Executive members.
• Manage diaries, appointments, meetings and competing priorities.
• Monitor and prioritise correspondence, emails and enquiries, escalating matters where appropriate.
• Coordinate meetings and ensure executives are well prepared with the information and documentation they need.
• Prepare agendas and coordinate meeting papers and supporting documentation.
• Maintain action registers and decision logs, following up outstanding actions.
• Coordinate the annual Board and Committee calendar, reporting deadlines and governance activities along with preparing and distribute Board and Committee agendas and papers.
• Liaise with Directors, Committee members and senior executives to support effective governance and decision-making.
• Coordinate domestic and international travel arrangements for the CEO and Executive Leadership Team. Prepare travel itineraries and supporting documentation.
• Coordinate executive attendance at conferences, industry events and stakeholder meetings.
• Handle sensitive executive, employee and Board information with the highest level of discretion and confidentiality.
• Take Board minutes once a month, outside of business hours (approx. 3 hours duration)

About You

You have at least 3 years experience as an Executive Assistant, who understands what it takes to support senior leaders effectively. You are organised, proactive and confident working with confidential and sensitive information.

If you are someone who thrives in a fast-paced environment, has exceptional attention to detail and enjoys being the person who keeps everything moving behind the scenes, we would love to hear from you.

You will bring:

• At least 3 years' experience as an Executive Assistant, Personal Assistant or similar senior administrative role supporting a CEO, Managing Director, Executive Team or Board.
• Exceptional organisation and time management skills, with the ability to juggle competing priorities and deadlines.
• Advanced Microsoft 365 skills, including Outlook, Word, Excel, PowerPoint, Teams SharePoint and AI.
• Excellent written and verbal communication skills, including strong report writing and minute-taking capability.
• A high level of discretion, confidentiality and professional judgement.
• Strong stakeholder engagement and relationship management skills.
• A current Driver’s Licence.
• A current National Police Check or the ability to obtain one.

Why Join BASSCARE?

BASSCARE has supported older adults in Boroondara for nearly 70 years. We offer a unique blend of aged care including residential care and retirement living, dementia services, community services and home-based care. We are committed to providing safe, respectful and quality care in an aged care environment.

• You will alongside experienced senior leaders, gain broad exposure to executive and Board governance, and have the opportunity to contribute to organisational priorities and continuous improvement.
• Ongoing training and professional development opportunities
• Access to our Employee Assist Program (EAP)
• Access to our amazing Recognition and Reward program
• Regular social functions
• Supportive and inclusive team environment