Executive Assistant

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.

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Key responsibilities

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

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

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

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

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

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

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

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

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

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

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Selection criteria

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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

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

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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

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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

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

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

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

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Current QLD driver's licence

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

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About us

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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.