Executive Assistant

As the Senior Administration Officer, you will provide high-level administrative and operational support to the Executive team, coordinating complex schedules, meetings, events, and business documentation. You will be a trusted point of contact for internal and external stakeholders and contribute to the efficient delivery of organisational priorities.

You will also provide support across broader administration functions, including financial administration, reception relief, and executive back-up when required.

• Manage executive calendars, appointments, and meeting schedules.
• Prepare, edit, and coordinate executive correspondence, reports, presentations, and other documentation.
• Coordinate meetings and events, including venue bookings, technology requirements, invitations, agendas, minutes, and follow-up actions.
• Prepare and distribute meeting papers and post-meeting documentation.
• Build and maintain professional relationships with internal and external stakeholders while representing the Executive team with professionalism and discretion.
• Represent the organisation at industry and networking events when required.
• Manage administrative processes including filing, records management, purchase orders, credit card reconciliations, and related documentation.
• Assist with office administration and facilities coordination, including:
  • Managing the organisation's Information and Corporate inboxes.
  • Coordinating incoming and outgoing mail and courier services.
  • Booking corporate travel, accommodation, and associated itineraries.
  • Ordering and maintaining office and kitchen supplies.
  • Maintaining tea and coffee stations and ensuring shared office areas are well stocked and presentable.
  • Supporting the day-to-day operation of the office to ensure a professional and efficient workplace.
• Provide executive support back-up for the Executive Assistant to the Board and CEO during periods of leave or high workload.
• Assist with reception coverage as required.
• Contribute to continuous improvement of administrative systems and processes.
• Undertake other duties aligned with your skills, experience, and the needs of the organisation.

You are an experienced administrative professional with exceptional organisational skills, attention to detail, and the ability to manage competing priorities. You enjoy working collaboratively, communicate confidently with stakeholders at all levels, and maintain confidentiality in all aspects of your work.

• Demonstrated experience providing high-level administrative support to senior executives or executive management.
• Excellent organisational, time management, and prioritisation skills.
• Strong written and verbal communication skills.
• Experience coordinating meetings, preparing agendas, taking minutes, and managing executive documentation.
• Intermediate to advanced computer skills, including Microsoft Office and experience using financial and database systems.
• Current Queensland Driver Licence (Provisional Green or above).
• Ability to obtain and maintain all required legislated personal history checks.

• Qualification in Business Administration or a related discipline.
• Experience using the TechOne finance system.
• Experience working within the community services, health, not-for-profit, or human services sector.

Why Mercy Community

Mercy Community is a Catholic not-for-profit that provides a wide range of services supporting families and young people, people living with a disability and the elderly. All our work is driven by our core values of Compassion, Integrity, Dignity & Empowerment.

Being part of the Mercy Community team, means you have access to some fantastic benefits, such as:

• Increase your take home pay through the use of generous salary packaging - up to $18,550 per annum of your salary is available as a tax-free component
• Pay for your Queensland Blue Card and NDIS Worker Screening Card when you need – saving you up to $144 if you need both cards!
• Provide you and your immediate family free, professional and confidential counselling services through our Employee Assistance Program
• Free annual influenza and/or other vaccination reimbursements

We also ensure all our employees have access to a wide variety of excellent learning and development tools to continue your professional and personal development. This includes making sure you have access to a range of other career pathways and opportunities across Mercy.

Please note we will review applications as they are received and we may interview and appoint prior to closing date, do not delay in applying.

For any queries, please contact ***************@mercycs.org.au. We do not accept applications via email so please ensure you apply online.

Mercy Community Services is a Circle Back Initiative Employer and commit to respond to every applicant.