EXECUTIVE ASSISTANT TO THE CEO

Key role with national peak body and advocacy organisation.

Part-time (minimum 0.4FTE) position, hybrid working arrangements.

Flexible working hours

$45.00 per hour

Melbourne based.

Salary sacrificing available.

COTA Australia is the national peak body representing people aged 50 and over. We have been representing and promoting the rights, interests and good futures of Australians as we age since 1958. Find out more at www.cota.org.au

COTA is an equal opportunity employer.

About the role:

COTA Australia is seeking an experienced Executive Assistant to provide high level executive support to both the CEO and the senior management team. The role requires a high level of professionalism as there will also be interface with key contacts in state and territory COTAs, Federal Ministers and Advisors, MPs and Senators, the Commonwealth public service, and key stakeholders in the ageing and community sectors.

Duties and Responsibilities

· Monitor incoming emails and correspondence for the CEO, assessing priorities, and handling or referring in accordance with direction.

· Assist the CEO to strategically manage their calendar appointments.

· Maintain a current, comprehensive and strategic task list for the CEO.

· Assist the CEO and to schedule and follow up meetings with stakeholders including the federal government, the Commonwealth public service, Opposition and crossbench politicians and ensure good relations are maintained and enhanced.

· Ensure the CEO receives all papers and background materials, prior to meetings.

· Assist with setting up Zoom/Teams meetings, booking travel, accommodation, venues and catering.

· Undertaking doodle polls or other methods of establishing meeting availability and dates.

· Managing the day-to-day travel requirements for Staff and Board members including booking travel, accommodation and Cab charge requests.

· General office management and operation of the Melbourne office premises including maintaining office supplies, managing equipment leases, liaising with the building management and oversight of the telephone system.

· Assist the CEO with timely and regular stakeholder communications.

· General administrative support, including development and production of documents, as directed.

· Record Management and document filing.

Key Selection Criteria

· High level communication skills.

· Demonstrated experience in providing high level executive and administrative support.

· Sound organisational skills with the ability to coordinate multiple tasks and prioritise a changing workload.

· Excellent relationship skills including the ability to work with a wide range of people.

· The capacity to deliver high quality outcomes and meet tight and multiple deadlines.

· Demonstrated ability to work with limited supervision, exercise initiative and maintain confidentiality.

· Capacity to work flexibly and collaboratively as part of a small team.

· Excellent IT skills and demonstrated expertise using all Microsoft Office applications and Outlook.

· Prior experience with setting up Zoom/Teams meetings and sending Doodle or Straw polls to determine meeting availability.

· Experience working in the community sector.

You will have:

· Full work entitlement to work in Australia.

· A Criminal Record Check with no disclosable outcomes.

To apply please submit a covering letter addressing the key selection criteria detailing your suitability to the position as well as a current CV evidencing your work history to [email protected] Applications close at 8 am on Monday 17 November 2025.