Executive Assistant

Torbay Lifestyles and Care; Hervey Bay; On-site; AUD 55,000 - 83,000; Full time

Benefits offered by this job

Salary packaging

Rewards program

Professional development

Employee assistance

Work-life balance

Flexible working

Job summary

Torbay Lifestyles and Care in Hervey Bay, QLD, seeks an experienced Executive Assistant to provide high-level administrative support to the CEO and the Board. You will manage diaries, coordinate meetings, handle correspondence, and assist with special projects while maintaining confidentiality and professionalism.

The role offers flexible working arrangements, ongoing professional development, and a supportive environment focused on integrity, independence and choice for residents.

Qualifications

• Minimum 5 years' experience as an Executive Assistant or similar role supporting senior leadership.
• Experience in a highly confidential environment.
• Experience in project management is highly desirable.

Responsibilities

• Provide comprehensive administrative and executive support to the CEO, including diary management, correspondence handling, and meeting coordination.
• Support other executive team members as required to ensure seamless office operations.
• Maintain and update the Feedback and Complaints Register, ensuring all entries are logged, tracked, and follow-up actions are monitored.
• Assist the Executive Team in developing, implementing, and monitoring continuous improvement plans aligned with organisational strategic plan.
• Take accurate and detailed minutes during formal meetings such as resident meetings, board meetings, and sub-committee meetings; prepare and distribute minutes promptly.
• Coordinate and prepare agendas, reports, presentations, and other documentation required for executive and board / committee meetings and follow up outstanding items.
• Manage confidential information with discretion and maintain professionalism; liaise effectively with internal and external stakeholders on behalf of the CEO and executive team.
• Monitor deadlines, action items from meetings, and ensure timely completion and reporting.
• Support special projects and initiatives as delegated by the CEO and Executive Team.

Skills

Diary management

Meetings coordination

Written communication

Attention to detail

Interpersonal skills

Time management

Discretion and confidentiality

Stakeholder engagement

Education

Certificate IV in Business (Administration)

Diploma of Business

Executive Assistant training

Governance/meeting administration courses

Tools

Microsoft Office Suite

Electronic records management systems

Job description

Torbay Lifestyles and Care - Hervey Bay QLD

The Executive Assistant provides high-level administrative and secretarial support to the Chief Executive Officer (CEO)and the Board and associated sub committees. The role provides management, facilitation and support for various projects as requested by the CEO. In addition, this position is pivotal in providing strategic and business process assistance to the wider organisation and liaising with senior executives.

At Torbay Lifestyles & Care, located a mere stone's throw from the scenic Torquay Beach in Hervey Bay, we offer a compassionate environment focused on the physical, cognitive, and social well-being of residents through residential aged care and an independent lifestyle village. Our community values integrity, independence, and choice, enhancing life for residents and families. The position includes a competitive hourly rate and benefits such as:

• Up to $18,550 tax-exempt salary packaging
• Discounts through a rewards program
• Ongoing professional development
• Employee assistance for you and your family
• Supportive environment promoting work-life balance
• Flexible working arrangements.

Responsibilities

• Provide comprehensive administrative and executive support to the CEO, including diary management, correspondence handling, and meeting coordination.
• Support other executive team members as required to ensure seamless office operations.
• Maintain and update the Feedback and Complaints Register, ensuring all entries are logged, tracked, and follow-up actions are monitored.
• Assist the Executive Team in developing, implementing, and monitoring continuous improvement plans aligned with organisational strategic plan.
• Take accurate and detailed minutes during formal meetings such as resident meetings, board meetings, and sub-committee meetings; prepare and distribute minutes promptly.
• Coordinate and prepare agendas, reports, presentations, and other documentation required for executive and board / committee meetings and follow up outstanding items.
• Manage confidential information with discretion and maintain professionalism.
  Liaise effectively with internal and external stakeholders on behalf of the CEO and executive team.
• Monitor deadlines, action items from meetings, and ensure timely completion and reporting.
• Support special projects and initiatives as delegated by the CEO and Executive Team.

Qualifications

Relevant qualifications or certifications such as Certificate IV in Business (Administration), Diploma of Business, Executive Assistant training, or Governance/meeting Administration courses or similar - desirable.

Mandatory Requirements

• Evidence of lawful right to work in Australia must be maintained for the duration of employment
• Current National Police Certificate (issued within the last three years.

Experience

• Minimum 5 years' experience as an Executive Assistant or similar role supporting senior leadership, preferably including Board or Committee support.
• Experience working within a highly confidential environment
• Experience in project management (highly desirable)
• Experience maintaining registers and managing continuous improvement initiatives.
• Exposure to working within complex organisations, preferably in not-for-profit, government, or corporate sectors.

Skills

• Knowledge and understanding of aged care services, including the Strengthened Aged Care Quality Standards and accreditation process (desirable).
• Highly organised with an ability to plan, and effective time management skills.
• Superior written and verbal communication abilities.
• High attention to detail with accuracy in documentation and record keeping.
• Ability to monitor multiple activities, influence, work co-operatively, negotiate and be self-directed.
• Strong interpersonal skills with the ability to build positive relationships at all levels.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with electronic document and records management systems.
• Ability to exercise discretion and maintain confidentiality of the highest order and a high level of personal integrity and disclose any conflict of interest.
• Strong analytical and problem-solving skills including the ability to identify issues and develop solutions to business issues.
• Adaptability to changing and competing priorities, with an ability to work under pressure and meet deadlines.
• Ability to work as a member of a team and collaborate effectively with internal and external stakeholders, as well as the ability to work in a self-directed manner, take initiative and work independently when required.
• Enthusiasm, energy, inquisitiveness, initiative and a continuous improvement mindset.