Position DescriptionExecutive Assistant

Position Description Executive Assistant

Location:Prahran

Position Type:Full Time. Ongoing(Job Share will be considered)

Award:Health Professionals and Support Services (Level 6)

Salary:Salary $45,000 - $55,000
Up to $16,000 salary packaging

Reports to:ChiefExecutive Officer

General Overview:

Better Hearing Australia (Vic) is a not-for-profit organization with over 85 yearsexperience in supporting thousands of Victorians to help them manage their hearing loss. Our staff provide hearing testing, assessment, management and rehabilitationservices as well as a wide range of education services across Victoria. We also operate the Victorian Hearing Aid Bank and Tinnitus Management Service. The organisation’s strategic priorities reflect our unique role and goals of reducing the social isolation often a product of hearing loss and being an effective advocate for service reform and improvement. For more information visit

Role overview:

This position is an ongoing Executive Assistant based at our offices on High Street, Prahran. We are seeking an experienced and energetic individual to support the Chief Executive Officer; her small team and the Board of management. This role is pivotal in helping to create a modern and progressive image to Better Hearing Australia in Victoria.

You will have strong organisational skills, with an exceptional attention to detail. You have an understanding of the need for maintaining strict confidentiality in your activities and enjoy the responsibility of working autonomously and often under pressure.

You will be a professional who doesn’t mind wearing multiple hats. You are well organized, flexible and enjoy the administrative challenges of supporting the CEO and her office, which makes a real difference to the lives of vulnerable people in Victoria.

  1. Supporting the CEO
  • Maintaining the CEO diary
  • Present written information with attention to detail
  • Research, collect and compile data
  • Assist with preparation of presentations
  • Communicating with diverse stakeholders, while representing the CEO
  • Maintain organizational membership records / data base and renewals/ receipts / donations
  • Prepare Board reports where appropriate.
  1. Administration: Client Related
  • Screen and manage client enquiries
  • Meet and greet clients and visitors.
  • Maintain client record keeping and activity reporting to government on schedule
  • Ensure security, integrity and confidentiality of data
  • Collection and receipting of client contribution fee
  1. Administration: General
  • Maintain stationery products including postage and staff amenities.
  • Manage, sort and distribute organizationalincoming and outgoing mail.
  • Coordinate repairs and maintenance for equipment including any IT / computer equipments and property including building.
  • Assist the CEO in the preparation of functions and activities including room set-up and organising catering.
  • Take a leadership role in the accreditation process
  • On-boarding of new staff and contractors

4. Board of Management

  • Support the Board of Management and subcommittees in their delivery of work: prepare agendas, minutes, monthly report and other documents as required
  • ManageBoardgovernance documents

Essential requirements:

  • Extensive experience across Microsoft Office including Word, Excel, PowerPoint, Publisher; Outlook, Survey Monkey and Mail Chimp
  • Experience in the application of Social Media platforms
  • Impeccable attention to detail
  • Previous relevant experience in an administrative role, including minute taking
  • Experience supporting multiple people and juggling many tasks
  • Ability to gather data and compile information
  • Excellent time management skills
  • Works well under pressure and responds to deadlines in a positive manner

Other attributes:

You must maintain strict confidentiality and demonstrate the following personal attributes:

  • be honest and trustworthy
  • be respectful
  • possess cultural and disability awareness and sensitivity
  • be flexible
  • demonstrate sound work ethics
  • Relevant qualifications

Further Information:

  • Athina Georgiou
  • Mobile 0447 660 242
  • Email:

January 2018Page 1