About the RFDS Federation and Federation Office

The RFDS is a national, federated charitable health organisation delivering primary healthcare and 24-hour emergency medical and health services to those that live, work or travel in regional, rural and remote Australia. Long known as one of the largest aeromedical organisations, the RFDS delivers healthcare where mainstream health services are not as readily accessible, using its broad-reaching air and ground-service fleet and passionate and skilled workforce.

The RFDS Federation is made up of 7 companies: 6 Operating Sections (Western Operations (WA), Queensland Section, South Eastern Section (NSW & ACT), Tasmania Section (TAS), Victoria Section (VIC) and South Australia & Northern Territory Section (SA/NT) and the Federation Office. The Federation Office's Strategic Priorities are (1) Excellence in Contract Management, (2) Strategic Commonwealth Advocacy, (3) Brand Promotion and Protection, and (4) Leadership on Strategic National Issues for the RFDS Federation, working collaboratively with the 6 Operating Sections to provide a mantle of safety for Australia's regional, rural and remote communities.

About the Role

The Executive Assistant & Office Manager plays a pivotal role in ensuring the smooth operation of the Executive Office and the Federation Office.

This dual-function position provides high-level administrative support to the Executive while managing day-to-day office operations, fostering a productive and organised work environment. This role will also contribute to broader Federation Office activities and projects as required.

This role is a part time role of 3-days (22.8 hours) to be worked across the 5-day working week (4.56 hours per day, Monday - Friday).

Key Responsibilities

Reporting to the Head of Executive Support and Business Services:

Provide comprehensive executive administration support, including but not limited to: high-level calendar management, travel coordination, and meeting logistics for the Executive and Federation Board; preparing and managing professional documents with precision and high attention to detail; overseeing credit card reconciliations; coordinating internal meetings with agenda and minute preparation; handling sensitive information discreetly, maintaining courteous stakeholder communication, and ensuring accurate record-keeping and filing systems.

Oversee reception and office management activities including but not limited to: front-of-house duties such as greeting visitors, managing phone and email enquiries, and coordinating associated administrative tasks; handling general correspondence; supporting IT and HR with staff on boarding and off boarding, equipment, and user accounts; maintaining office supplies and amenities; liaising with property management for repairs and maintenance, and managing errands and courier services to ensure smooth daily operations.

Effectively coordinate Work, Health and Safety activities, and contribute to the management and maintenance of the Contract Management System for the Federation Office.

Provide generalist administrative support to the broader Federation Office team to support strategic and business objectives and projects.

About You

Minimum 3-years' experience in a similar role.

Highly developed organisational and planning skills, with a high level of attention to detail and accuracy and the ability to prioritise tasks.

Excellent interpersonal, written and verbal communication skills including excellent phone manner and the ability to initiate and prepare correspondence including spell-check and formatting.

Executive administration experience including diary management, travel management and preparing written correspondence and documents.

Office Management experience including managing front office reception.

Demonstrated capacity to work independently, show initiative and exercise discretionary judgement.

Meeting and minute taking coordination.

Highly confidential and professional, ethical and moral.

Excellent knowledge of Microsoft Office suite.

This highly rewarding role is Canberra based and offers free onsite staff parking and not-for-profit tax benefits.

How to Apply

Please send your Resume and 1-2 page Cover Letter addressing the key responsibilities and your suitability towards requirements for the role to: [email protected]. For further information about the role including a complete Position Description please contact [email protected].

Applications will close COB Monday 10 November 2025.

NB: Applications that do not include an Cover Letter addressing the key responsibilities and requirements will not be considered.

The Royal Flying Doctor Service welcomes and embraces diversity and strives to provide a culturally safe and inclusive workplace for all employees.

The Royal Flying Doctor Service acknowledges and pays respect to the past and present Traditional Custodians and Elders of this nation.