Special Olympics Australia is part of a global movement improving inclusion through sports for people with intellectual disability and/or autism.

The Executive Assistant to the Chief Executive Officer plays a pivotal role in supporting the CEO to lead Special Olympics Australia effectively. This part-time (0.6-0.8 FTE) position provides high-level executive, administrative, and strategic support, ensuring the CEO can focus on advancing the organisation's mission and strategic objectives. The Executive Assistant acts as a trusted partner, gatekeeper, and coordinator, managing complex schedules, stakeholder relationships, and confidential matters with professionalism and discretion.

Key Responsibilities

Executive Support

• Provide comprehensive executive assistance to the CEO, including diary management, coordination of meetings, preparation of briefing materials, and travel arrangements
• Anticipate the CEO's needs and proactively manage priorities to optimise time and effectiveness
• Prepare, edit, and proof-read correspondence, reports, presentations, and other documents on behalf of the CEO
• Screen and prioritise incoming communications, determining appropriate action and responding on behalf of the CEO when appropriate
• Conduct research, compile data, and prepare papers for consideration and presentation by the CEO
• Maintain strict confidentiality on all sensitive and strategic matters

Board and Governance Support

• Coordinate Board meetings, including scheduling, agenda preparation, compilation of Board papers, and distribution of materials
• Attend Board meetings, take comprehensive minutes, and manage follow-up actions
• Maintain Board records, governance documents, and ensure compliance with governance requirements
• Liaise with Board members and facilitate communication between the Board and CEO
• Support Board committee meetings as required

Stakeholder Relationship Management

• Act as the primary point of contact for internal and external stakeholders seeking engagement with the CEO
• Build and maintain positive relationships with key stakeholders including government officials, corporate partners, donors, athletes, families, volunteers, and community members
• Coordinate high-level meetings and events involving the CEO
• Represent the CEO and organisation professionally in all interactions

Strategic Project Coordination

• Support the CEO in driving strategic initiatives and special projects
• Track and monitor progress on CEO-directed projects and commitments
• Coordinate cross-functional activities and ensure timely completion of deliverables
• Prepare status reports and updates on key initiatives

Office and Team Coordination

• Manage the CEO's office, ensuring efficient systems and processes
• Coordinate with the leadership team and other staff members on behalf of the CEO
• Facilitate effective communication flows between the CEO and the organisation
• Organise and coordinate executive team meetings, retreats, and events
• Support organisational activities and events as required

Financial and Administrative Support

• Process and manage expense claims and invoicing for the CEO
• Monitor and manage the CEO's budget allocation
• Maintain filing systems, records, and databases with accuracy and efficiency
• Support organisational compliance activities as they relate to the CEO's office

Selection Criteria

Qualifications and Experience

• Minimum 5 years' experience providing executive-level support to a CEO, Managing Director, or equivalent senior executive
• Demonstrated experience in a not-for-profit, sporting, or community organisation (highly regarded)
• Proven experience in Board support and governance processes.
• Experience as a Company Secretary highly regarded
• Tertiary qualification in business administration, management, or related field (or equivalent experience)

Skills and Capabilities

• Exceptional organisational skills with the ability to manage multiple competing priorities and meet tight deadlines
• Outstanding written and verbal communication skills, including the ability to prepare high-quality documents and correspondence
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and database management systems
• Strong interpersonal skills with the ability to build relationships with diverse stakeholders at all levels
• High level of emotional intelligence, discretion, and ability to handle confidential information
• Excellent attention to detail with strong proofreading and editing capabilities
• Proactive problem-solving skills and ability to work independently with minimal supervision
• Demonstrated ability to remain calm and professional under pressure
• Strong time management skills with the ability to anticipate needs and plan ahead

Personal Attributes

• Alignment with Special Olympics Australia's mission and values
• Commitment to inclusion, diversity, and creating opportunities for people with intellectual disability and/or autism
• Professional and polished presentation with sound judgment
• Flexibility and adaptability in a dynamic environment
• Team player with a collaborative approach
• Positive attitude and solution-focused mindset
• High degree of integrity and ethical standards
• Resilience and grace under pressure

Desirable

• Experience in stakeholder engagement, fundraising, or corporate partnerships
• Knowledge of the disability or community sports sector
• Experience in project management or coordination
• Understanding of government relations and advocacy
• Experience with CRM systems and other organisational software platforms