Executive & Team Support Officer - RFDS Victoria

• Are you a highly organised, proactive professional with a passion for supporting executive leadership and driving operational excellence?
• Permanent Full Time Opportunity in Richmond
• Provide dedicated administrative and coordination support to the Chief Transformation Officer and the Chief of Fundraising and Partnerships

About Us

Since 1928, the Royal Flying Doctor Service (RFDS) has been a lifeline for rural and remote Australians. While we're known for emergency aeromedical care, we also provide essential non-emergency health services-ensuring everyone has access to quality care, no matter where they live.

About the Role

The Executive Assistant delivers comprehensive administrative and strategic support to Chiefs, optimising daily operations, communication, and organisational processes to enhance decision-making.

Key responsibilities of the role include but not limited to:

• Executive & Team Support - Manage the Chiefs' (x2) calendars, appointments, and daily schedule to optimise time and priorities. Provide high-level administrative support to the CEO, Chiefs, Executive Officer to CEO, Executive Assistants, and the Operational Management Team.
• Event & Catering Coordination - Organise and prepare event spaces, coordinate catering, and ensure seamless execution of meetings and events from setup to cleanup.
• Meeting & Action Item Management - Prepare agendas and minutes for internal and external meetings, and track action items to ensure timely follow-up and completion.
• Financial Administration - Process invoices and credit card statements accurately and within required timeframes.
• Report & Document Coordination - Assist in preparing and submitting reports, maintain effective filing systems, and manage correspondence and records for the Chief.
• Stakeholder Coordination & Engagement - Liaise with internal and external stakeholders to support communication and coordination across projects, reports, and corporate matters.
• Project Coordination & Support - Support project planning and delivery by coordinating meetings, preparing documentation, and applying project management methodologies to track progress and outcomes.
• Front Reception & Office Management - Provide relief support for front reception when the Office Coordinator is unavailable.

Note: This role may require occasional travel to RFDS locations across Victoria.

What You'll Need

• Organisational Skills - Ability to manage multiple tasks, prioritise workload effectively, maintain accurate records, and ensure timely completion of responsibilities.
• Exceptional Communication Skills - Strong oral and written communication skills, with the ability to interact professionally with clients, stakeholders, and team members.
• Attention to Detail - High level of accuracy in documents, data entry, and correspondence, ensuring alignment with business requirements.
• Technical Proficiency - Confident in using Microsoft Office, SharePoint, Zoom, and CRM. Willingness to learn new systems and troubleshoot as needed.
• Proven ability to work autonomously and proactively, with initiative to successfully achieve tasks.
• Flexibility to work outside normal business hours when required by the CTO and GM and adjust approaches and support various tasks as needed.
• Ability to develop policies and procedures, conduct research, and prepare reports or papers.
• Demonstrates initiative and problem-solving skills to navigate challenges effectively
• Experience supporting and driving continuous improvement and change initiatives.

Why Join RFDS?

• Be part of Australia's most trusted and reputable charity
• Access salary packaging benefits (available to all employees)
• Flexible Working Arrangements available
• Gifted Leave

The Royal Flying Doctors Service, Victoria, is committed to creating a diverse environment and is proud to be an equal opportunity employer. We encourage applications from individuals of underrepresented backgrounds to apply, including but not limited to, those from Aboriginal and Torres Strait Islander, culturally and linguistically diverse and LGBTQI communities. Please note all applicants require the right to work in Australia.