Strategic Operations Coordinator

7 days ago

Adelaide, South Australia beBeeSupport Full time $90,000 - $120,000

The Executive Support Officer plays a vital role in delivering exceptional administrative and executive support to senior leaders. This key position ensures the efficient management of executive schedules, correspondence, and stakeholder interactions, contributing to effective governance and operations.

Key Responsibilities
  • Manage calendars, appointments, and meetings aligned with organizational priorities.
  • Coordinate internal and external stakeholder meetings, including scheduling, agenda preparation, documentation collation, and minutes with action items.
  • Draft, review, and manage correspondence, including emails, reports, and briefing documents.
  • Prepare board papers, reports, and presentations, ensuring accuracy and alignment with our strategic objectives.
  • Prioritize and triage incoming requests to ensure executives focus on high-impact activities.
  • Arrange travel logistics, including accommodation, transport, and itineraries.
  • Organize meeting spaces, including room bookings, setup, technology support, and catering.
  • Provide backup support to other executive team members when required, ensuring seamless support across the organization.
  • Maintain strict confidentiality and professionalism in handling sensitive information.
Effective Stakeholder Engagement
  • Act as a primary point of contact between senior leaders and internal or external stakeholders.
  • Develop positive working relationships with key stakeholders to ensure smooth coordination of projects.
  • Communicate effectively on behalf of the executive team when required, ensuring clarity and professionalism.
  • Maintain a strong understanding of our strategic priorities to support leadership decision-making.
Essential Skills and Qualifications
  • High degree of accuracy and attention to detail.
  • Strong communication and interpersonal skills for engagements with executives, colleagues, and external stakeholders.
  • Strong verbal and written communication skills.
  • High level of discretion, confidentiality, and professionalism in handling sensitive information; ability to work autonomously and collaboratively.
  • Ability to adapt to changing priorities and maintain composure under pressure.
  • Strong time management and organizational skills; ability to manage pressure and competing demands.
  • Strong initiative and problem-solving skills; ability to work both autonomously and as part of a team.
  • Strong teamwork skills and ability to build positive relationships with a range of stakeholders.
  • Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Experience
  • Previous experience in an executive support role or equivalent, preferably in aged care, health, or not-for-profit sectors.
  • Experience coordinating complex schedules, high-level meetings, and preparing governance or board documents.
Knowledge and Expertise
  • Knowledge of implementing and maintaining office policies and procedures.
  • General understanding of workplace health and safety practices.

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