Position Title: Executive Assistant to the CEO (Full-time)
Award: Social, Community, Home Care and Disability Services Award
Classification: SCHADS Award - Level 4, Pay Point 1, plus Salary packaging eligibility (up to $18,550 per year)
Location: Launceston, or other locations in Tasmania by negotiation (with Statewide travel required on occasion)
Manager: Chief Executive Officer, JCP Youth
JCP Youth is a dynamic and forward-thinking organisation dedicated to empowering and uplifting young people facing challenges in our community. JCP Youth is at the forefront of providing crucial support and mentorship to those who need it most.
The team at JCP Youth are a group of ordinary people who are dedicated to improving the lives of at-risk and vulnerable young people through the delivery of high impact programs. Our aim is to inspire and empower at-risk and vulnerable young people to become extraordinary leaders who positively contribute to our communities.
Position Objective
The Executive Assistant to the CEO provides high-level administrative, coordination, and organisational support to the Chief Executive Officer to ensure the effective day-to-day functioning of the role and broader executive office.
This position plays a critical role in managing the CEO's calendar, communications, briefing materials, meeting coordination, follow-up actions, and key administrative priorities. The role supports the CEO in a dynamic and fast-paced environment where priorities can shift quickly, requiring a highly organised, independent, and proactive approach.
The Executive Assistant also contributes to governance support, board administration, stakeholder coordination, document management, and organisational project assistance. In addition, the role provides support to the Business Manager where gaps or voids in work exist, with the opportunity to further develop administration and finance-related skills.
Major Duties
1. Executive and Administrative Support
* Provide high-level administrative support to the CEO to ensure the efficient coordination of daily responsibilities, priorities, and commitments.
* This includes managing the CEO's calendar, appointments, and meeting schedules; coordinating internal and external meetings, briefings, and engagements; managing incoming emails, calls, and correspondence on behalf of the CEO; and ensuring requests are prioritised appropriately so the CEO's time is used effectively.
* The role is responsible for preparing agendas, background documents, briefing notes, meeting notes, and other supporting materials required by the CEO. It also includes drafting and responding to professional communications as directed.
* The Executive Assistant must demonstrate very strong administrative skills and the ability to maintain a high standard of accuracy, responsiveness, and professionalism across all tasks.
2. Coordination, Follow-Up, and Action Management
* Support the CEO by ensuring tasks, decisions, actions, and commitments are effectively tracked and followed through across the organisation.
* This includes monitoring key projects, action items, deadlines, and CEO requests; following up with leadership team members and relevant staff to ensure required actions are completed; preparing progress summaries and updates on key organisational initiatives; and ensuring matters requiring escalation are identified and brought forward in a timely manner.
* This aspect of the role is essential in maintaining momentum on priority matters and ensuring the CEO remains informed and supported.
3. Governance and Board Support
* Provide administrative support in relation to the organisation's governance requirements and board processes.
* This includes assisting with the preparation of board meeting materials such as agendas, board papers, financial board reporting, reports, and supporting documents; coordinating the distribution of board materials; recording minutes and action items where required; and maintaining organised and accurate governance records.
* The Executive Assistant supports the CEO in ensuring board-related administration is well managed, timely, and aligned with organisational expectations.
4. Communication and Stakeholder Liaison
* Support communication between the CEO and internal staff, and assist with communication across external stakeholders and partners.
* This includes acting as a key point of contact for stakeholders engaging with the CEO, assisting with communication flows between the CEO and staff, and coordinating or drafting professional correspondence as required.
* Stakeholders may include government departments, community organisations, donors and supporters, partner agencies, and other professional contacts. The role may also support the preparation of letters, reports, speeches, presentations, and related communication materials.
5. Meetings, Briefings, and Engagement Support
* Coordinate and support the CEO's meetings, engagements, and public-facing commitments.
* This includes preparing meeting agendas, briefing notes, background information, meeting summaries, and follow-up actions. It also includes coordinating logistics and documentation for stakeholder meetings, presentations, conferences, community events, and major organisational engagements such as the JCP Youth Gala.
* Where required, the Executive Assistant will also manage travel arrangements and ensure the CEO is appropriately prepared for all scheduled commitments.
6. Document, Data, and Systems Management
* Support the CEO and organisation through effective management of documents, records, systems, and administrative information.
* This includes file management, maintaining key organisational documentation, assisting with data input, and providing systems management assistance where required. The role is responsible for ensuring documents and information are organised, accessible, secure, and handled appropriately.
* This function also supports the preparation and coordination of reports, proposals, strategic planning documentation, and other organisational records.
7. Operational and Project Support
* Assist the CEO with the coordination of strategic and operational projects across the organisation.
* This includes supporting strategic initiatives, assisting with funding submissions, proposals, reports, or program materials, and coordinating internal information required to support decision-making.
* The Executive Assistant may be required to work across a range of organisational priorities and contribute flexible support where needed to help ensure continuity, responsiveness, and progress on key pieces of work.
8. Business Manager Support and Capability Development
* Provide additional support to the Business Manager where gaps, voids, or capacity needs arise, particularly in administration and related business functions.
* This may include assisting with administrative coordination, document preparation, finance-related administration, and other office-based support functions as directed. The role offers an opportunity to further build capability in administration, systems, and finance support within the broader operations of the organisation.
9. Confidentiality, Professionalism, and Discretion
* Maintain the highest level of discretion, professionalism, and integrity in all areas of the role.
* This includes handling confidential organisational, financial, governance, and personnel information appropriately; exercising sound judgement in communications and documentation; and maintaining professional standards consistent with the values, expectations, and reputation of JCP Youth.
* Given the nature of the role and the level of access to sensitive information, trust, maturity, and confidentiality are essential requirements.
Other Considerations
* The Executive Assistant to the CEO is a role requiring a high level of independence, initiative, and judgement. The CEO works in a highly dynamic way and is often not present in a traditional administrative setting, which means this position must be capable of working autonomously, anticipating needs, and keeping matters organised without requiring constant direction.
* The role requires excellent time management, strong written and verbal communication, attention to detail, and the ability to manage multiple priorities at once. The successful person in this role must be adaptable, calm under pressure, and capable of dealing with a broad range of administrative, governance, and coordination tasks.
* The position must maintain strong professional boundaries, demonstrate sound judgement, and operate with loyalty and discretion in supporting the CEO and organisation.
* A strong alignment with the values and mission of JCP Youth is important, as is the ability to engage professionally with internal staff, board members, external stakeholders, and community contacts.
* Ensuring a safe working environment by complying with relevant Work Health and Safety (WHS) legislation, codes of practice and policies, procedures and guidelines available.
Knowledge, Skills and Experience
* Experience providing high-level administrative or executive support.
* Highly developed organisational and time management skills with the ability to manage competing priorities and deadlines.
* Strong written communication skills, including the ability to prepare briefing notes, meeting agendas, reports, and professional correspondence.
* Excellent attention to detail and ability to maintain accurate documentation, records, and organisational information.
* Experience coordinating meetings, preparing agendas and minutes, and managing follow-up actions.
* Demonstrated ability to work independently and exercise initiative in a dynamic and fast-paced environment.
* Strong interpersonal and stakeholder engagement skills when working with internal staff, leadership teams, board members, and external partners.
* Ability to manage confidential information with discretion, professionalism, and sound judgement.
* Experience supporting governance processes, including preparation of board materials and coordination of board meetings.
* Proficiency in Microsoft Office and digital systems used for document management, scheduling, communication, and data entry.
* Experience assisting with organisational projects, reporting processes, or strategic documentation (desirable).
* Current driver's licence and Working with Vulnerable People (WWVP) registration (or ability to obtain).
JCP Youth is a child safe organisation committed to the safety and wellbeing of all children and young people. We uphold strong child safe principles and expect all staff and volunteers to share this commitment, including adhering to our policies, procedures and safeguarding practices
Working Environment
This role operates within a fast-paced, high-responsibility environment supporting the CEO of JCP Youth. The work is primarily office-based and administrative in nature, however it is closely connected to the broader operational demands of the organisation.
The position works directly with the CEO and may also regularly liaise with the COO, Business Manager, Team Leaders, Board Directors, and external stakeholders. The role requires responsiveness to shifting priorities, competing deadlines, and periods of high activity, particularly around board reporting cycles, events, project deadlines, and key organisational engagements.
The Executive Assistant must be comfortable working in an environment where flexibility, initiative, confidentiality, and professionalism are essential.
Employees at JCP Youth Ltd work within an environment that supports safe work practices, diversity, and equity. We are committed to valuing and respecting all people engaged in JCP Youth Ltd programs including staff, volunteers, participants, stakeholders, and our community. We value the diverse background, skills, and contributions of all these people and treat each other professionally and respectfully. We do not tolerate discrimination, harassment, or bullying. JCP Youth is committed to employee wellbeing, offering a supportive work environment with access to an Employee Assistance Program (EAP) for confidential counselling and guidance
Thank you for your interest in joining the JCP Youth Team!
Applications will be reviewed as they are received, and the position may close early if a suitable candidate is appointed.