Office & Executive Support Officer

The Office & Executive Support Officer will provide high-level support to the CAA Executive and the Secretariat team in a busy, fast-paced environment that offers variety and the opportunity to grow your career in administration.

This role involves day-to-day administrative duties including diary management, scheduling meetings, booking travel, processing expenses, and preparing documentation and reports.

You’ll also assist with office coordination and support internal and external stakeholder engagement.

We’re looking for a dynamic, organised, and proactive team player who thrives on variety and is confident in supporting senior leaders.

Salary $70k + Super

Key Responsibilities (including but not limited to)

Manage the Executive’s calendar, including travel arrangements and scheduling of meetings and activities.

Act as the first point of contact for office visitors; maintain a welcoming and professional environment.

Coordinate internal office functions and events, including catering, venue sourcing, and invitations.

Support the organisation of Secretariat, Board, and Working Group meetings, including agendas, papers, and minutes.

Maintain regular communication with internal staff and external partners across the Australasian Ambulance sector.

Monitor and prepare monthly bank reconciliations and credit card expenditure.

Maintain filing systems and support continuous improvement of administrative processes.

Support team IT needs and maintain group email distribution lists.

Oversee general office operations, including supplies, maintenance, and vendor coordination.

Provide ad hoc support to other members of the Secretariat as required.

Undertake any other duties as directed by the Executives.

Selection Criteria

Minimum 5 years’ experience in an administrative or personal assistant role.

Proficiency in Microsoft Office Suite.

Strong organisational and administrative skills.

Familiarity with office systems and tools (e.g. e-calendars, cloud-based filing systems).

Experience with financial administration (e.g. reconciliations, invoice processing), ideally using Xero or a similar platform.

Key Skills and Attributes

Excellent written and verbal communication skills.

Strong relationship management abilities.

High attention to detail and accuracy.

Strong time management skills, with the ability to juggle priorities and meet deadlines.

Experience in organising travel (domestic/international), meetings, and events.

Proven initiative and sound judgement with a “can-do” attitude.

Proficient across PC and Mac environments.

Professional discretion and reliability.

Why Work With Us?

At the Council of Ambulance Authorities, we pride ourselves on fostering a supportive and inclusive team culture where your contributions are genuinely valued.

As part of our commitment to employee wellbeing and work-life balance, we offer a range of benefits.

You’ll enjoy a welcoming and collaborative team environment where open communication and shared success are key.

Flexible work arrangements are available, including adaptable start and finish times, with a strong focus on outcomes over hours.

We also offer additional leave during the Christmas and New Year period, allowing you time to rest and recharge.

Our team members have access to ongoing professional development opportunities, with support for learning that aligns with your career goals in the not-for-profit and emergency services sectors.

The wellbeing of our staff is important to us; we promote a healthy workplace culture.

Most importantly, working with provides you the opportunity to contribute to meaningful, purpose-driven work that supports the advancement of ambulance services across Australasia.

Please submit a cover letter and resume.