Executive Assistant

Little Company of Mary Health Care; Sydney; Hybrid; AUD 78,000 - 120,000; Full time

Benefits offered by this job

NFP salary packaging benefits

Discounted health insurance

Gym memberships

Paid parental leave

Training and career development

Job summary

Little Company of Mary Health Care Limited seeks an Executive Assistant to provide high‑level support to the Chief Legal Officer and Chief Nurse & Clinical Governance Officer. You’ll coordinate diaries, governance materials, board processes and stakeholder relationships across both portfolios.

The role requires discretion, governance discipline, and proficient MS 365 usage. Flexible/hybrid working arrangements are available, with a focus on confidentiality and professional standards in a

Qualifications

• Experience supporting senior executives with complex portfolios.
• Ability to manage confidential information with discretion.
• Strong governance discipline and document control.
• Excellent written and oral communication skills.
• Proficient in MS 365 including Word, Outlook, Teams, SharePoint, PowerPoint and Excel.

Responsibilities

• Proactively manage executive diaries, correspondence and meeting coordination for the Chief Legal Officer and Chief Nurse & Clinical Governance Officer.
• Coordinate governance committee processes, including agendas, papers, minutes and action tracking.
• Prepare and quality assure executive and Board-level documents and reports.
• Manage confidential and legally sensitive records and deadlines.
• Support legal matters, contracts, regulatory requests and information for external advisers and regulators.
• Assist with clinical governance reporting, quality and safety reviews, and accreditation actions.
• Monitor actions and escalating risks or delays across services.

Skills

Executive support to senior executives

Governance coordination

Discretion & confidentiality

MS 365 proficiency

Stakeholder management

Strong written and verbal communicator

Education

Tertiary qualification in business/administration/governance/legal studies

Tools

Workflow & action-tracking tools

Microsoft 365 suite

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
• 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

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

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.

• 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

As we serve the community across Home, Virtual and Residential Aged Care, Retirement Living and Hospitals, one thing sets us apart. Care from the heart. If this sounds like you, apply for a role with Calvary today.

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

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