Executive Assistant to Chief Executive Officer

Who are we?

Australian Greek Welfare Society (t/a as PRONIA), has since 1972, built a reputation as an innovative and progressive organisation that continues to serve the Greek speaking community and contributes to the wider multicultural sector through advocacy and collaborative partnerships. PRONIA's programs focus on direct service delivery, including counselling, information provision, and crisis intervention, community education as well on the delivery of specialist services in aged care, disabilities, family and children's programs. All services are delivered in a linguistically and culturally appropriate manner with a commitment to enhance individual's capacity and build community capital.

What you will be doing

The Executive Assistant (EA) to the CEO provides high-level, confidential executive and administrative support to the Chief Executive Officer, the Board of Directors, and the Executive Leadership Team. This role is integral to ensuring effective governance, smooth executive operations, and strong stakeholder engagement. It requires discretion, organisation, and the ability to manage complex tasks while maintaining a high standard of professionalism. The EA serves as the key point of contact for the CEO's office and liaises with internal and external stakeholders, including Board members, government representatives, funding bodies, and sector partners.

Key Responsibilities

• Act as the first point of contact for the CEO's office with key stakeholders, including clients, sector partners, government officials, and media representatives.
• Ability to handle sensitive information with integrity and professionalism.
• Ability to prioritise tasks, manage competing deadlines, and maintain attention to detail.
• Proven experience managing complex calendars, correspondence, and administrative tasks for senior leaders.
• Proactive in anticipating needs, resolving issues, and providing solutions independently.
• Support the Governance Manager in the board communication portal and ensure timely distribution of governance documents.
• Skilled in organising board meetings, executive sessions, workshops, and events, including preparation of agendas and briefing materials.
• Maintain accurate records and filing systems to support governance and compliance requirements.
• Support external communications in liaison with the Communications & Marketing stream.
• Assist with internal and external projects as directed by the CEO.
• Organise and manage domestic and international travel, accommodation, and event logistic
• Always represent the CEO's office in a professional and courteous manner.
• Support the CEO in driving strategic initiatives and operational priorities.
• Exceptional written and verbal communication, with the ability to draft professional documents and liaise effectively with internal and external stakeholders.
• Experience building and maintaining strong relationships with executives, staff, board members, government representatives, and partners.
• Competence in Microsoft Office Suite, calendar management systems, and other collaboration tools, with ability to learn new platforms quickly.

Role Requirements

• Certificate or Diploma in Business Administration, Office Administration, or Executive Assistance (or equivalent work experience)
• Demonstrated experience in providing high-level executive support in a complex organisation
• Experience in administration duties no less than 5 years.
• Proficiency in the use of Microsoft Office Suite and packages such as Word, Excel (Intermediate Level Mandatory and Advanced preferred) Access, Internet and E- mail.
• Knowledge of client specific software applications including but not limited to Visual Care highly desired.
• Demonstrated commitment and experience in providing high quality customer service.

Mandatory Requirements

• Current Victorian Driver's License and access to own vehicle.
• Satisfactory National Police Check (renewed as required).
• Working with Children Check.
• Ability to work flexibly, including occasional after-hours meetings or events.
• Not subject to any Employee Screening or Banning Orders under relevant state or federal legislation (e.g., Worker Screening Act 2020 (Vic)).

What we offer

• Energetic and Supportive team environment.
• Award pay rate according to the Social, Community, Home Care & Disability Industry Award 2010, Social and community services employee, Level 4 ($44.58ph to $47.97ph) depending on qualifications and experience.
• Salary packaging (benefit from free tax earnings up to an annual cap amount of $18,550).
• Access to EAP.

How to apply

If you are interested in applying for this role, please submit your resume and a cover letter via our careers page:

https://jobs.employmenthero.com/jobs/organisations/61c77df3-7562-423c-a7ff-eb07b0503de7

For further information regarding this role, please contact Georgina Meyne from the People and Culture team at hr@pronia.com.au

Position Description

https://drive.google.com/file/d/1ouqCmzT0W1aQN0Yr9SC-pivVsYGa7G03/view?usp=sharing

Closing date: 26th September 2025

PRONIA is committed to protecting children and young people from harm. We require all applicants to undergo an extensive screening process prior to appointment.