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 Co-ordination

• 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 Co-ordination

• 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

Essential

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