Legacy serves the families of those who served – the partners and children of veterans who have given their life or health in the name of their country. These families of veterans may have served in older conflicts such as World War I, II or the Vietnam War, or more recent conflicts such as in Iraq, Afghanistan or peace‐keeping missions. Of those veterans who did return, many did so incapacitated – either physically or mentally. Legacy is here to help their partners and children as we have for almost 100 years in South Australia and Broken Hill. We help with financial assistance, social connection, help with mental health and dealing with government departments or even just organising help around the home.
The Executive Assistant (EA) to the CEO and Board is a highly skilled and trusted professional responsible for providing high‐level administrative, strategic, and logistical support to the Chief Executive Officer, President and Board Chair as well as assisting other Board Directors. This role requires exceptional organisational abilities, discretion, interpersonal skills, and the capacity to manage a wide range of confidential and time‐sensitive matters with professionalism and efficiency.
You'll be a part of a team of 12 at the Torrens Parade Ground in a beautiful heritage building with a brand new office fit‐out. You'll have free, off‐street car parking, a north‐facing window, and the River Torrens next door to go for a lunch‐time walk, jog or just feed the ducks. Your salary will be commensurate with the market rate, complemented by salary‐sacrifice benefits that will increase your take‐home pay.
Key Responsibilities
Support to the CEO
* Manage the CEO's calendar, schedule meetings and coordinate travel arrangements
* Attend Board Meetings and draft and distribute accurate minutes within 5 business days
* Maintain official records in accordance with legal and governance requirements
* Manage the organisation of the Annual General Meeting and post‐AGM Luncheon and associated governance requirements
* Organise and manage RSVPs for all VIPs to functions and commemorative events
* Prepare, proofread, format and edit correspondence, reports, and presentations
* Coordinate logistics for meetings, speaking engagements, and other CEO‐related events
* Ensure Legacy SA&BH Policies and Procedures are document‐controlled and new and revised documents posted on the Member portal and in Member Bulletin
* Develop and maintain Legacy SA&BH Master Project Schedule
Support to the Board – specifically President and Board Chair
* Support the President including management of the President's calendar, travel arrangements, correspondence and other activities to ensure effective time management
* Coordinate the President's visit program, commemorative events program and speaking engagements and arrange appropriate tributes and floral arrangements
* Support the Board Chair including coordination of all Board meetings (and committee meetings if necessary), including scheduling, room booking and board management portal logistics and distribution of agendas and meeting materials
* Serve as the primary point of contact for other Board members, ensuring timely communication and follow‐up on action items
* Support the Board Chair in onboarding and orientation of new Board members – e.g. prepare and distribute Director Induction Folder
* Organise Board lunches and RSVPs of invited guests
Operational Support
* Anticipate needs and provide proactive support to ensure the CEO and Board operate at peak effectiveness
* Manage and maintain the tracking of strategic goals, Board resolutions and key performance metrics
* Lead or assist with special projects and events as needed
* Assist Membership Officer to contact Members about National Police Check (NPC) or Working with Children Check (WWCC)
* Organise Member events and manage RSVPs
* Cover the reception desk during lunchbreaks and other breaks
* Organise and attend Committee meetings as required to take and distribute minutes
Qualifications and Experience
* 5+ years proven experience as an Executive Assistant supporting a CEO
* Advanced proficiency in Microsoft Office Suite – especially Word, Powerpoint, Excel, Sharepoint, Outlook and, ideally also in board management software (e.g., Our Cat Herder or similar)
* Experience in corporate governance, Board operations, or Not‐For‐Profit administration is a plus
* Excellent written and verbal communication skills
* High degree of professionalism, confidentiality and emotional intelligence
* Strong organisational and time‐management skills with a proactive, detail‐oriented approach
* Ability to work independently, prioritise tasks, and adapt in a fast‐paced, dynamic environment
* Judgment and Discretion: Handles sensitive matters with absolute confidentiality and professionalism
* Communication: Builds strong relationships with internal and external stakeholders; clear and diplomatic communicator
* Adaptability: Thrives in a changing environment and maintains focus under pressure
* Initiative: Anticipates needs and proactively develops solutions
* Attention to Detail: Meticulous with written materials, logistics, and recordkeeping
Work Environment and Conditions
* Working hours 8.30am to 4.30pm on‐site at the Torrens Parade Ground with some flexibility with start and finish times
* Work‐from‐home is not offered in general but exceptions can be made on occasions
* Free, off‐street car parking
* Close to bus stop, tram and railway station
* Not‐For‐Profit Salary Sacrifice tax benefits to reduce tax
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