Overview

The Executive Assistant provides high-level administrative and secretariat support primarily to the Chief Executive Officer and the PAHSMA Board. The position ensures the smooth operation of executive functions by managing correspondence, scheduling and board documentation, and by acting as a key point of contact with internal and external stakeholders. The role requires discretion, organisation and professionalism to support the CEO and Board in delivering PAHSMA’s strategic objectives.  The role also works closely and collaboratively with a small team including the Program Manager, Government & Compliance Officer, and Senior EA.

Duties

• Provide secretariat support to the CEO and Board, including agendas, board papers, minutes, and follow-up actions ensuring compliance with governance standards and statutory requirements.
• Manage the CEO’s diary, schedule and commitments, coordinating meetings, events and travel arrangements to ensure effective time management balancing competing priorities and providing advice on scheduling conflicts and exercising editorial judgement to ensure consistency with organisational standards and priorities.
• Draft, review and format correspondence, reports, briefing notes and presentations, ensuring accuracy, confidentiality and timely delivery.
• Maintain and update the electronic Board portal to ensure accurate and timely distribution of materials.
• Coordinate domestic and international travel itineraries, bookings and expense reconciliations in line with PAHSMA policy, providing advice on best value options and compliance with entitlement
• Liaise with internal staff, Ministers, agencies, councils and other external stakeholders on behalf of the CEO, representing the organisation with professionalism and influencing outcomes to support executive objectives.
• Maintain accurate filing systems, records and SharePoint sites to support executive operations applying information management policies and advising staff on compliance with recordkeeping obligations.
• Assist with coordination of organisational events, forums and workshops initiated by the CEO or Board.
• Monitor administrative processes, identifying and implementing improvements to enhance efficiency.
• Undertake other duties consistent with the scope of the role as required.

Desirable Requirements

• Relevant Tertiary or Vocational Qualifications
• Current Driver’s License

Download the Position Description and any Associated Documents

 PD - Executive Assistant-Other - OCEO B4 Perm FT - 2025-10-16 (V001).pdf

 Info for Applicants Template!.pdf

How to apply

Please apply online by clicking the blue 'Apply Now' button.

Please submit your resume and a 200-word (max) written pitch outlining your suitability for the role and reason for applying.

Please note that we do not want or require a separate statement addressing the selection criteria and will not assess this information if it is provided.  We do want to know more about you though, so please your 200-word written pitch to do that.

Refer to the 'Information for Applicants' document for further information. 

Please note attachments must be in Microsoft Word or PDF format.

If you are unable to submit your application online, please contact the PAHSMA Recruitment team at recruitment@portarthur.org.au

For more information

Will Flamsteed
CEO
P (03) 6251 2301
e. will.flamsteed@portarthur.org.au