Executive Assistant

Be Recruitment; Shellharbour City Council; On-site; AUD 35,000 - 60,000; Part time

Benefits offered by this job

Flexible hours

Professional development

Not-for-profit sector experience

Work-life balance

Supportive culture

Job summary

Be Recruitment is partnering with a not-for-profit organisation to recruit an experienced Executive Assistant to support its CEO. The role goes beyond administration, acting as a trusted partner to anticipate needs and bring structure to a fast-paced environment.

You will manage sensitive information with absolute discretion, coordinate executive systems and enable the CEO to focus on strategic leadership, growth and stakeholder engagement.

Qualifications

• Experience providing high-level support to a CEO or senior executive.
• Exceptional organisational skills with strong attention to detail.
• Ability to manage multiple and changing priorities in a fast-paced environment.
• Strong written communication skills for executive and governance documentation.
• Excellent interpersonal skills and the ability to build trusted relationships at all levels.
• Discretion when handling sensitive and confidential information.
• High emotional intelligence, maturity and resilience.
• Proactive, solutions-focused approach with ownership.
• Proficiency in Microsoft Office, Teams and Google Workspace.
• Experience establishing systems and processes that improve efficiency.

Responsibilities

• Manage a complex diary, inbox and executive priorities.
• Coordinate meetings, travel arrangements and executive logistics.
• Prepare and format professional correspondence, reports, presentations and Board papers.
• Coordinate Leadership Team meetings, including agendas, minutes and action tracking.
• Monitor deadlines and follow up commitments through to completion.
• Identify emerging issues, potential risks and time-sensitive matters.
• Establish systems and workflows that improve executive effectiveness.
• Support governance activities and maintain confidential executive records.
• Act as professional first point of contact for the CEO, and provide coordination across organisational projects.

Skills

Executive support

Diary management

Stakeholder engagement

Communication

Discretion

Microsoft Office

Google Workspace

Tools

Microsoft Office Suite

Google Workspace

Teams

Job description

Be Recruitment is partnering with an innovative and growing not-for-profit organisation to recruit an experienced Executive Assistant to support its Chief Executive Officer.

This is far more than a traditional administrative role. As a close and trusted partner to the CEO, you will anticipate needs, coordinate competing priorities and bring structure and calm to a fast-paced environment.

You will manage sensitive information with absolute discretion, establish effective executive systems and enable the CEO to focus on strategic leadership, organisational growth and stakeholder engagement.

The role

• Managing a complex and evolving diary, inbox and executive priorities
• Coordinating meetings, travel arrangements and executive logistics
• Preparing and formatting professional correspondence, reports, presentations and Board papers
• Coordinating Leadership Team meetings, including agendas, minutes and action tracking
• Monitoring deadlines and following up commitments through to completion
• Identifying emerging issues, potential risks and time-sensitive matters
• Establishing systems and workflows that improve executive effectiveness
• Supporting governance activities and maintaining confidential executive records
• Acting as a professional and trusted first point of contact for the CEO
• Providing coordination and administrative support across organisational projects

About you

You are an accomplished Executive Assistant who is confident supporting executive leaders. Highly organised and proactive, you naturally anticipate what is needed and remain several steps ahead.

You will bring:

• Demonstrated experience providing high-level support to a CEO or senior executive
• Exceptional organisational skills and outstanding attention to detail
• The ability to manage multiple and changing priorities in a fast-paced environment
• Strong written communication skills, including experience preparing executive and governance documentation
• Excellent interpersonal skills and the ability to build trusted relationships at all levels
• Sound judgement and absolute discretion when handling sensitive and confidential information
• High emotional intelligence, maturity and resilience
• A proactive, solutions-focused approach and strong sense of ownership
• Advanced Microsoft Office, Teams and Google Workspace skills
• Experience establishing systems and processes that improve efficiency

Warm, approachable and professional, you will understand how to protect the CEO’s time while maintaining a collaborative, respectful and relationship-focused approach. You will demonstrate integrity and humility and have the confidence to respectfully clarify or challenge priorities when appropriate.

Most importantly, you will be motivated by the opportunity to support a purpose-driven organisation making a meaningful difference in the lives of women.

What is offered

• Part‑time hours of between 20 and 30 hours per week across four days
• Flexibility to work shorter days
• Salary packaging and not‑for‑profit entitlements
• Additional annual and wellbeing leave
• Regular professional development, training and supervision
• A supportive, feminist and trauma‑informed organisational culture
• The opportunity to contribute to an innovative recovery and healing service
• A culturally sensitive workplace committed to decolonisation and supporting First Nations staff and clients
• Cultural supervision and mentoring for First Nations employees

Additional information

This position is open to women only. Being female is considered a genuine occupational qualification under Section 31 of the Anti-Discrimination Act 1977 (NSW).

The successful applicant will require:

• A National Criminal Record Check
• A Working with Children Check
• Eligibility to work in Australia

We are committed to ensuring an inclusive and accessible recruitment process. If you require any adjustments or support during the interview or assessment stages, please let us know and we will be happy to accommodate your needs.

*Please note: Having a criminal record will not automatically exclude your application. We recognise that women can have experiences with the criminal justice system that are discriminatory and unjust. For example, women may be misidentified as a primary offender in DFSV situations. We also acknowledge that women can move on from their past.