Executive Assistant

Rights in Action; Townsville City; On-site; AUD 65,000 - 80,000; Full time

Job summary

Rights In Action is seeking an Executive Assistant to provide high-trust, confidential support to the CEO. You will coordinate governance administration, records and systems, and financial processes across Rights In Action's programs and sites in Townsville, Queensland.

The role requires exceptional communication, discretion, and organisational skills, with oversight of executive workflows, procurement, and stakeholder correspondence. A valid QLD driver’s licence and WWC clearance are desirable.

Qualifications

• Advanced interpersonal, written, and oral communication skills including liaising with diverse stakeholders
• Proven reliability in meeting deadlines and flexibility for changing priorities
• Ability to maintain confidentiality and exercise discretion under minimal supervision
• Strong word processing and document management abilities including reports, agendas, minutes
• Familiarity with time management, records, and data maintenance/tools

Responsibilities

• Provide high-level, confidential executive support to the CEO, coordinating priorities and preparing documents
• Prepare correspondence, briefings, reports, agendas, minutes, and presentations with accuracy and professionalism
• Coordinate executive workflows by assessing processes and maintaining administrative continuity
• Maintain secure records and information systems including registers and controlled documents
• Coordinate governance administration including Board and executive meeting documentation and recordkeeping
• Manage office records and asset registers, insurance, keys, and equipment records
• Arrange travel, accommodation, venues and catering for functions and events
• Update financial records with receipts, invoices, and payments for audit readiness
• Support stakeholder communications to resolve operational matters and maintain relationships
• Assist HR administration tasks including onboarding logistics and confidential records

Skills

Interpersonal skills

Communication

Time management

Discretion

Tools

Microsoft Word

Database software

Excel

Job description

The Executive Assistant provides high-trust, confidential executive and organisational support to the Chief Executive Officer (CEO). This role helps ensure the Office of the CEO operates with rigor, compliance and professionalism—coordinating governance administration, records and systems, procurement and financial administration, stakeholder communications, and operational logistics across Rights In Action's programs and sites.

Key responsibilities

Provide high-level, confidential executive support to the CEO, including coordinating priorities, preparing documents, and managing sensitive information

Prepare high-quality correspondence, briefings, reports, agendas, minutes, and presentations as required, ensuring accuracy, confidentiality, and professional standards

Coordinate executive workflows by assessing processes, implementing improvements, and maintaining administrative continuity through documentation and follow-up actions

Maintain secure records and information systems relevant to the functions of the Office of the CEO, including registers and controlled documents

Coordinate governance administration as directed by the CEO, including Board and executive meeting documentation, scheduling, and recordkeeping

Maintain office record systems and registers, including those for assets and equipment, insurance, keys, car maintenance, and other applicable records

Coordinate travel, accommodation, venues and catering for functions, events and activities, as approved by the CEO

Update, collate and file financial records, including receipts and invoices for purchases, payments, and bank transfers, ensuring accurate recordkeeping and audit readiness

Support stakeholder correspondence and communications to resolve operational matters and maintain effective working relationships, as directed by the CEO

Support HR administration processes, including onboarding/induction logistics, scheduling, and maintenance of personnel-related administrative records in accordance with privacy and confidentiality requirements

Selection criteria

Advanced interpersonal, written, and oral communication skills, including the tact to liaise and consult with all levels of the public and private sectors while respecting clients' confidentiality and interests

Proven reliability in meeting deadlines and flexibility in dealing with unexpected changes in business demands

Demonstrated ability to maintain confidentiality, exercise initiative, work autonomously and as an effective team member, utilise discretion in the absence of decision-makers, and establish work priorities

High standard of word processing and database application skills, and high standard administrative/secretarial skills to prepare documents, reports, agendas, minutes, and draft replies to correspondence

Demonstrated competency in computer technology for time management, file management, and the maintenance of records for statistical and data purposes

Demonstrated ability to maintain basic financial systems, financial reconciliation, and organisational budgets

Understanding of, or ability to acquire knowledge of, Workplace Health and Safety, Quality Assurance, equal opportunity and anti-discrimination issues

Current QLD driver's licence

Current Working with Children (Blue Card) or the capacity to obtain a Working with Children (Blue Card) and a Yellow Card Exemption notice

About us

Rights In Action Inc is an independent advocacy organisation supporting people with disabilities. RIA provides rights-based advocacy and community education, addressing discrimination, abuse, neglect, and exploitation, and contributing to systemic improvements that promote equity, inclusion, and safety.