Executive Assistant

Calvarycare; Sydney; Hybrid; AUD 85,000 - 120,000; Full time

Benefits offered by this job

NFP salary packaging

Paid parental leave

Flexible hours

Job summary

Calvarycare in Sydney seeks an Executive Assistant to the Chief Legal Officer and Chief Nurse & Clinical Governance Officer. You will manage diaries, prepare governance materials, and coordinate board and governance processes in a confidential, high-trust environment.

The role combines administrative excellence with stakeholder liaison, travel coordination, and support across legal and clinical governance portfolios, with hybrid/flexible working arrangements and a strong commitment to

Qualifications

• Experience providing high-level support to senior executives with complex portfolios.
• Experience coordinating executive/governance committee processes, including agendas, papers, minutes and action tracking.
• Ability to handle legally privileged, clinically sensitive and confidential information with discretion.
• Strong governance discipline including document control, deadlines, QA and risk escalation.
• Exceptional written and oral communication, including drafting Board-level documents.
• Advanced Microsoft 365 capability and workflow/tool proficiency.
• Highly developed organisational and analytical skills; able to manage ambiguity.
• Ability to work autonomously with senior stakeholders.

Responsibilities

• Proactively manage executive diaries, correspondence and meeting coordination for the Chief Legal Officer and Chief Nurse & Clinical Governance Officer.
• Coordinate executive, Board and governance committee processes, including agendas, papers, minutes and action registers.
• Prepare and quality assure executive and Board-level documents and correspondence.
• Manage confidential and legally sensitive records and deadlines; handle privileged information.
• Support coordination of legal matters, contracts, regulatory requests with external advisers, insurers and regulators.
• Assist with clinical governance reporting, QA activities, policy reviews and regulatory commitments.
• Monitor actions and deliverables, escalate risks or delays as needed.
• Provide broader executive support including stakeholder liaison, travel coordination and expense reconciliation.

Skills

Executive support

Governance coordination

Confidential handling

Governance discipline

Communication

Microsoft 365

Stakeholder liaison

Travel coordination

Research

Education

Tertiary qualification in business/administration/governance

Tools

Microsoft 365

Job description

• Progress with purpose at one of Australia’s largest health care providers
• Get ahead with salary packaging, benefits and professional development in a supportive team environment
• Play a key role in supporting Legal and Clinical Governance at an executive level
• Permanent full-time Opportunity
• Location- Sydney
• Hybrid/Flexible Working Arrangements Available

About the role

The Executive Assistant provides high-level, confidential and proactive executive and administrative support to the Chief Legal Officer and Chief Nurse & Clinical Governance Officer. The role is responsible for coordinating executive diaries, preparing governance materials, supporting committees, tracking key actions and deadlines, and managing stakeholder relationships across both portfolios.

Working across sensitive legal, clinical and organisational matters, the successful candidate will bring sound judgement, initiative and exceptional discretion, with a strong understanding of confidentiality and governance requirements. The role also provides an opportunity to contribute to LCMHC's mission and values of healing, hospitality, stewardship and respect.

Your main duties will include:

• Proactively manage executive diaries, correspondence, competing priorities and meeting coordination for the Chief Legal Officer and Chief Nurse & Clinical Governance Officer.
• Coordinate executive, Board and governance committee processes, including agendas, papers, minutes, decision records and action registers.
• Prepare, review and quality assure executive and Board-level correspondence, reports, briefings, presentations and other key documentation.
• Manage confidential and legally sensitive correspondence, records, matter files and deadlines, ensuring appropriate handling of privileged information.
• Support the coordination and tracking of legal matters, claims, contracts, regulatory requests and information required by external legal advisers, insurers and regulators.
• Assist with clinical governance reporting and assurance activities, including quality and safety reports, policy reviews, accreditation actions and regulatory commitments.
• Monitor and follow up on actions, emerging issues and key deliverables, coordinating information across services and escalating risks or delays where required.
• Provide broader executive and administrative support, including stakeholder liaison, research, travel coordination, expense reconciliation and general portfolio administration.

About you

Essential

• Experience providing high-level support to senior executives with complex portfolios.
• Demonstrated experience coordinating executive or governance committee processes, including agendas, papers, minutes and action tracking.
• Proven ability to handle legally privileged, clinically sensitive, commercially confidential and personally sensitive information with discretion.
• Strong governance discipline, including document control, deadline management, quality assurance and escalation of material risks or delays.
• Exceptional written and oral communication skills, including the ability to draft and edit executive and Board-level documents to a high standard.
• Advanced Microsoft 365 capability, including Word, Outlook, Teams, SharePoint, PowerPoint and Excel, and confidence using workflow and action-tracking tools.
• Highly developed organisational, analytical and prioritisation skills, with the ability to anticipate needs, identify dependencies and manage ambiguity.
• Ability to work autonomously, exercise sound judgement and maintain effective relationships with senior internal and external stakeholders.
• Demonstrated flexibility and willingness to support others when needed, particularly during peak activity or critical periods.
• A strong commitment to the mission, values and vision of LCMHC, and the ability to represent and promote these consistently in all professional interactions

Desirable

• Tertiary qualification in business, administration, governance, legal studies or a related discipline.
• Experience within healthcare, clinical governance, legal, regulatory or risk environments

For further information please contact National Recruitment on [e-mail]

Why work for Calvary?

At Calvary, our staff matter.

With over 130 years’ experience and 18,000 staff and volunteers, we offer an inclusive and welcoming culture where you are valued, drawing on your own strengths, identity and background alongside a team of professionals who care for our patients, residents and clients.

Your benefits:

• NFP salary packaging benefits, discounted health insurance and gym memberships
• Paid parental leave
• Training, development pathways and career opportunities
• Flexible hours that make sense for you

Please note the following:

• As part of the application process, you will be required to complete pre-employment checks which may include, but is not limited to reference checks, work rights, criminal history check, NDIS/WWCC/WWVP checks, and a health evaluation to ensure suitability for the role
• You will be required to provide evidence of immunisation as required for your role