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‍The Role

We are currently seeking a highly professional and organised Executive Assistant to support our CEO and Board. As the Executive Assistant, you will be the primary point of contact for all external and internal inquiries engaging with the CEO.

Reporting to the Manager of the Office of the CEO (MOCEO), you will provide exceptional and confidential administrative support, facilitating smooth communications and operations within the CEO’s office.

This is a pivotal position, ideal for a proactive and detail-oriented individual who thrives in a fast-paced environment and is dedicated to ensuring the CEO’s office runs efficiently and effectively.

Key Responsibilities

• Calendar Management: Proactively manage the CEO’s calendar, prioritising meetings and appointments to maximise time efficiency.
• Diary Coordination: Planning, schedule, and reschedule meetings, anticipating needs and avoiding conflicts.
• Email & Correspondence Management: Oversee the CEO’s inbox, categorising and ensuring prompt responses to key messages.
• Executive Communication: Manage all incoming inquiries to the Executive inbox, ensuring appropriate action is taken.
• Meeting Preparation & Support: Ensure meeting rooms are ready with necessary resources, materials, and technology.
• Travel Coordination: Organise all travel arrangements for the CEO, including flights, accommodations, logistics, and team member arrangements.
• Financial Administration: Reconcile the CEO’s credit card transactions, ensuring compliance with company policies.
• Visitor Management: Greet and manage visitors to the CEO, ensuring a professional and welcoming experience.
• Phone & Call Management: Handle CEO office phone inquiries, ensuring timely follow-up and resolution of matters.
• Mail Management: Process incoming mail for the CEO, ensuring proper sorting and prioritisation.
• Drafting Correspondence: Prepare letters, documents, and presentations on behalf of the CEO.
• Confidentiality & Discretion: Maintain the highest levels of confidentiality and professionalism in handling sensitive information.
• Documentation Preparation: Organise reports, presentations, and other documentation for meetings and events.
• Event Planning & Coordination: Plan and execute CEO and Board events, including logistics, catering, and guest management.
• Project Support: Assist in the management of CEO projects and strategic initiatives, ensuring tasks are completed efficiently and on time.
• Meeting & Agenda Management: Prepare agendas and meeting materials, and record minutes to ensure productive meetings.

Does this sound like the job for you? Then send a copy of your resume and a cover letter, no more than two pages, addressing the selection criteria to employment@youthcare.org.au

The job description and selection criteria can be read by following this link.

Applications close on 24 January 2025