Executive Assistant - Client Services Division

Cape York Partnership; Ballarat; On-site; AUD 55,000 - 62,000; Full time

Job summary

Ballarat Community Health is seeking an Executive Assistant to support two Executive Managers overseeing service delivery in Ballarat. You will manage complex diaries, coordinate meetings, and assist with projects and tender submissions while liaising with internal and external stakeholders to ensure seamless operations.

You will thrive in a fast-moving environment, delivering high-level administrative support, preparing professional documents, and contributing to organisational initiatives.

Qualifications

• Experience providing executive or high-level administrative support.
• Excellent organisational and time management skills.
• Strong written communication and attention to detail.
• Ability to exercise sound judgement, discretion and confidentiality.
• Ability to work across multiple systems, projects and admin functions.
• Proactive approach and problem-solving ability.
• Strong interpersonal skills with diverse stakeholders.

Responsibilities

• Provide high-level executive and administrative support to two Executive Managers, including diary and email management.
• Coordinate meetings, stakeholder engagement activities and committee support, including agendas and logistics.
• Support planning, coordination and delivery of projects and organisational initiatives.
• Manage research and health information requests and related processes.
• Coordinate training and professional development activities as required.
• Support communication and information sharing across the Client Services Division.
• Prepare documents, presentations, surveys and intranet content.
• Assist with development and submission of tenders and funding applications.
• Liaise with internal and external stakeholders representing BCH and the Executive Managers.

Skills

Diary management

Email management

Stakeholder engagement

Tender support

Project coordination

Communication skills

Confidentiality

Microsoft Office

Tools

Microsoft Office

Job description

Reporting to: Executive Manager Community & Public Health and Executive Manager Primary Care & Ageing

Location: Lucas

Employment Type: Ongoing

Salary: $42.83 per hour

Join BCH as the trusted support to two Executive Managers leading services that make a real difference across our community.

We're looking for an exceptional Executive Assistant to support two Executive Managers who are leading service delivery across Ballarat Community Health (BCH).

This is an opportunity to partner with experienced leaders, build strong relationships across the organisation, and play a key role in supporting services that make a genuine difference in our community every day.

As a trusted member of the Client Services Division, you'll provide high-level executive and administrative support across a diverse and fast-moving portfolio. From managing complex diaries and coordinating meetings to supporting projects, preparing professional documents and assisting with tenders, you'll help keep priorities moving and ensure things run smoothly behind the scenes.

What you'll be doing

• Provide high-level executive and administrative support to two Executive Managers, including diary and email management
• Coordinate meetings, stakeholder engagement activities and committee support, including agendas, logistics, documentation and follow-up actions
• Support the planning, coordination and delivery of projects and organisational initiatives
• Manage research and health information requests and associated processes
• Coordinate training and professional development activities as required
• Support communication and information sharing across the Client Services Division
• Prepare high-quality documents, presentations, surveys and intranet content
• Assist with the development and submission of tenders and funding applications
• Liaise professionally with internal and external stakeholders, representing BCH and the Executive Managers in all communications
• Provide backfill support to Executive and Board functions within the CEO Office when required

What you'll bring to the team

We're looking for someone who is highly organised, proactive and professional, with the ability to build strong relationships and confidently manage competing priorities.

You will bring:

• Experience providing executive or high-level administrative support
• Exceptional organisational and time management skills
• Strong written communication skills and attention to detail
• The ability to exercise sound judgement, discretion and confidentiality
• Confidence working across a range of systems, projects and administrative functions
• A proactive approach and the ability to anticipate needs and solve problems
• Strong interpersonal skills and the ability to work effectively with a diverse range of stakeholders

Most importantly, you'll enjoy being the person who brings structure, coordination and support to busy leaders and teams, helping them focus on delivering great outcomes for our community.

Why join Ballarat Community Health?

For more than 45 years, Ballarat Community Health has been supporting people to live healthier, more connected lives. We're a not-for-profit community health organisation with around 300 staff across Ballarat and the Western Region.

What makes BCH special is our people. We're passionate about our work, supportive of each other, and committed to creating positive change in the communities we serve.

For further enquiries about this role, please contact Joanne Gell, Executive Manager Community and Public Health on [phone]

Applications must be submitted by 11:59pm on Sunday 6 September 2026.

Interviews will take place on Friday 11 September 2026.

Safety and inclusion

BCH is committed to inclusive and accessible recruitment. If you require adjustments during the recruitment process, please contact the People and Culture team at [e-mail] and let us know.

BCH takes the safety, dignity and wellbeing of children, older people and vulnerable people seriously. We expect all staff to uphold these standards in their work.

We are committed to a diverse and inclusive workforce. We value different life experiences and perspectives and provide care to all members of our community, regardless of age, gender, ethnicity, religion, cultural background, disability or sexual orientation.

Join BCH as the trusted support to two Executive Managers supporting services that make a real difference across our community.