The Administrative Assistant provides high-level administrative support to the CEO and management team across a wide range of functions. This role is responsible for coordinating the CEO's diary, managing email communications, arranging meetings, and organising travel for the management team. The Administrative Assistant plays a pivotal role in organising and prioritising the CEO's dynamic workload while supporting the management team to meet time-sensitive deadlines.
As the Administrative Assistant, you will be at the centre of our organisation's operations—working closely with the CEO and leadership team to ensure activities run smoothly and efficiently. This role is ideal for someone who enjoys variety, thrives in a fast-paced environment, and takes pride in bringing structure and clarity to competing priorities. You will have direct exposure to strategic decision-making, contribute to the effectiveness of our leadership team, and play a meaningful role in the impact Citizens of the Reef delivers across the organisation.
If you are proactive, organised, and keen to grow your career within a passionate, purpose-driven team, this position offers an exciting opportunity to make a lasting contribution.
* Coordinate and manage the diary and logistical requirements for the CEO including meetings and appointments with stakeholders and other parties, both within Australia and internationally.
* Manage the CEO's email inbox by reviewing incoming messages, identifying urgent items, preparing responses where appropriate, and keeping the CEO updated on what requires action.
* Assist with the preparation of presentations, correspondence, reports and other documentation as required by the CEO and management team.
* Arrange and participate in scheduled morning catchups with the CEO to ensure the week is organised, deadlines are tracked, and all action items are clearly planned.
* Organise and attend internal and external meetings and monitor action items as required for the CEO and management team.
* Coordinate travel arrangements for the CEO and management team.
* Assist with projects on an ad hoc basis or as allocated as part of the management team priorities.
* Assist with event and conference preparation when support is required.
Other duties, tasks and administrative work as directed by the CEO and/or management team.
* Two or more years' experience in an assistant role.
* Highly organised, proactive and able to manage multiple tasks and prioritise duties.
* Strong interpersonal skills including the ability to develop and maintain strong relationships with internal and external stakeholders.
* Excellent time management and ability to meet deadlines.
* Work independently or collaboratively with the team as required.
* High attention to detail including accurate record taking.
* Exceptional English language, written and oral communication skills.
* Advanced computer and technical skills, including Microsoft Office suite, Google suite, teleconference and other technological devices, internet, email, data entry and word processing skills.