POSITION DESCRIPTION

Executive Assistant

Reports to: Chief Executive

Direct reports: N/A

Date: October 2025

POSITION PURPOSE

The National Rural Health Alliance – Australia’s peak non-government organisation for rural, regional, and remote health – is seeking an experienced professional to join the Alliance’s policy and strategy development team. The Alliance is committed to improving the health and wellbeing of the over seven million people living in rural, regional, and remote Australia. Our vision is for healthy and sustainable rural, regional, and remote communities.

The Alliance is seeking an Executive Assistant (EA) who will work closely with the Chief Executive (CE) and the Board, as well as other members of the Alliance team and NRHA members.

The position involves utilising your can-do attitude and skills to work with the CE and Board. The role is relied upon to deal with confidential information and meetings

The successful applicant will take a lead on preparing briefing, meeting packs, reminders, travel arrangements, member correspondence, meetings with politicians and government departments and other stakeholders. relevant to the work of the Alliance.

The role will involve liaising with the Board, government, Departments, colleagues, Alliance members, research bodies and other relevant organisations.

POSITION PURPOSE

· Deliver high level executive support to the Chief Executive and ensure the efficient operation of the Chief Executive’s office

· Provide secretariat support to the Chief Executive for matters relating to the Board, Council, Board Sub-Committees and working groups.

· Provide reception and general administration support as requested by the Chief Executive.

POSITION RESPONSIBILITIES

· Monitor and coordinate the Chief Executive’s appointments, meetings, calendar, upcoming commitments, and travel arrangements to ensure the Chief Executive’s schedule is effectively organised.

· Assist and draft preparation, editing and responding to correspondence, communications, presentations, reports, and other documents.

· Record, transcribe, collate, and distribute meeting agendas, minutes of meetings and other material.

· Manage correspondence, documents, and files, including maintaining effective records and filing systems.

· Conduct research, collect and analyse data to prepare reports and documents.

· Utilise spreadsheets/Excel and other tools to manage work

· Review operating practices associated with the position, delegation and implement improvements where necessary.

· Liaise with key stakeholders, including government, community representatives, Board, member organisations and staff at all levels.

· Manage enquiries with due discretion and ensure confidential and sensitive matters are treated appropriately.

· Assist Chief Executive with preparation of internal HR and other policy documents, performance management work plans & processes.

· Assist the Chief Executive in annual staff reviews, advertise new positions for appointments and prepare orientation document for new staff.

CORPORATE GOVERNANCE DUTIES:

· Provide secretariat support to the Chief Executive on matters related to the operations of the Board and Board Committees, including organising travel arrangements, preparing meeting agendas, coordinating, and preparing meeting papers, archiving records, coordinating timely responses to action items, and liaising with Board and Committee members.

· Under the guidance of the Chief Executive assist with monitoring, complying, and filing of corporate governance requirements with respect to statutory record keeping in relation to Board business, including meeting minutes and the maintenance of registers (including Council registration and accreditation processes) as required by law, regulation, or other governance considerations.

· Oversee the program of review relating to the organisations policies and procedures and assist the Chief Executive in reviewing these policies to ensure their ongoing currency and relevance to the governance and operations of the Alliance and the secretariat.

RECEPTION AND GENERAL ADMINISTRATIVE DUTIES:

· Receive incoming visitors and answer/direct incoming phone calls and emails.

· Maintain and update email distribution lists and databases

· Monitor the NRHA email account and refer to appropriate member of staff.

· Assist with the organisation of meetings and events, including meeting room bookings and teleconference bookings and provide administrative support as required (e.g. preparation of agendas, taking minutes, etc.).

· Assist with the management of office maintenance (e.g. equipment and building items).

· Order and maintain office consumables, including stationery, general office supplies and printing

· Assist with booking and arranging travel for employees.

· Support the administration of the Records Management System. Perform other duties as directed and necessary for the proper performance of the role.

· Keep utmost confidentiality of Board and Chief Executive activities

OTHER

· Contribute to the organisation of meetings, events, the Symposium, National Rural Health Conference, and other events organised by the Alliance as requested by the Chief Executive.

· Contribute to a workplace culture that is consistent with the Alliance vision, objects, guiding principles and values.

· Work in a manner consistent with the policies and procedures of the organisation.

· Carry out other activities as per request of the Chief Executive

· This position will be required to work after hours from time to time

SELECTION CRITERIA

Essential Criteria

· Demonstrated Executive Support Experience: Proven experience providing high-level executive and administrative support to senior executives, including managing calendars, correspondence, meeting agendas, and travel arrangements.

· Strong Communication Skills: Excellent written and verbal communication skills, with the ability to draft, edit, and prepare high-quality correspondence, reports, and briefing documents.

· High-Level Organisational and Time Management Skills: Ability to manage multiple priorities, meet deadlines, and maintain attention to detail in a fast-paced environment.

· Confidentiality and Discretion: Demonstrated ability to handle sensitive and confidential information with integrity and discretion.

· Stakeholder Engagement and Relationship Management: Strong interpersonal skills and demonstrated ability to liaise with a diverse range of stakeholders, including Board members, government officials, partner organisations, and internal teams.

· Governance and Secretariat Support Experience: Experience supporting governance bodies, including preparing meeting packs, taking and distributing minutes, coordinating action items, and maintaining registers and records in line with corporate governance requirements.

· Advanced Computer Literacy: High proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and the ability to use databases, cloud-based systems, and electronic records management tools.

· Autonomy and Initiative: Self-motivated and proactive, with the ability to work independently and as part of a team, contributing to a positive workplace culture.

· Understanding of or Commitment to Rural, Regional, and Remote Health Issues: Awareness of the unique challenges facing rural, regional, and remote communities, or a demonstrated willingness to learn and align with the mission of the NRHA.

Desirable Criteria

· Experience in a Not-for-Profit or Member-Based Organisation: Previous experience working in the not-for-profit, health, or community sector, particularly in a peak body or membership-based organisation.

· Knowledge of Corporate Governance Principles: Familiarity with governance requirements, including statutory obligations for Boards and Committees.

· Event Coordination Experience: Experience supporting the organisation of conferences, symposiums, or stakeholder engagement events.

· Understanding of Government Processes: Knowledge of political and policy environments, and experience liaising with government departments and officials.

· Relevant Qualifications: Formal qualifications in business administration, governance, public administration, or a related field.

SALARY AND BENEFITS

We are seeking a dedicated and experienced professional to join our team in a full-time position based in Canberra. This position offers a competitive salary package starting at $80,000 per year, full PBI status, 13% employer superannuation contributions, and complimentary on-site parking.

A six-month probation period applies.

HOW TO APPLY

Applications MUST include:

· a copy of your resume and

· a cover letter (no more than two pages) that addresses both the selection and desirable criteria outlined in the position description.

PLEASE NOTE: The selection and interview process will commence immediately upon receipt of applications. Interested candidates are encouraged to apply as soon as possible.

CONTACT

If you have any questions about this opportunity, please contact:

· Kathy Thach - Executive Assistant to the Chief Executive

· Phone: 02 6285 4660

· Email: [email protected]

We thank you for applying, and please note that only shortlisted candidates will be contacted.