Executive Assistant

ABOUT MELALUECA

Melaleuca Australia (Melaleuca) is a nationally recognised specialist organisation supporting migrants, humanitarian entrants, and people from culturally and linguistically diverse (CaLD) backgrounds in the Northern Territory (NT). Since 1997, we have been delivering integrated services across settlement, health and wellbeing, and community development. Nationally, we are one of five Humanitarian Settlement Program providers and one of eight organisations supporting survivors of torture and trauma. We also coordinate Migrant and Refugee Health services in the NT.

Beyond service delivery, Melaleuca provides expert advice to government, contributes to national and NT policy, and champions the self-determination of multicultural communities. As Chair of the NT Settlement Services Network, we build the capacity of organisations serving multicultural clients and strengthen collective impact. We also work with the wider community to close systemic gaps and foster belonging through initiatives like our social enterprise, Mela Kulcha.

Our vision is a world where everyone belongs.

Read more about us on our website

THE ROLE

The Executive Assistant (EA) delivers high-quality executive, governance and administrative support to the Chief Executive Officer (CEO), ensuring the effective and efficient operation of the Office of the CEO. The role analyses and collates information to ensure the CEO is well informed and prepared for key matters in a timely manner.

The position includes a project coordination function for CEO-Led special projects which advance organisational goals and works closely with the Manager Corporate & Executive Services to ensure alignment across executive and corporate activities. The EA also provides support, as directed, to the Office of the CEO.

The role liaises with internal and external stakeholders including Senior Management, Board Members, funders, and members of the public, exercising a high degree of communication, competence, initiative, discretion, and confidentiality.

DUTIES AND RESPONSIBILITIES

1. Executive Assistance to the Chief Executive Officer

• Coordinate efficient systems to manage correspondence, calendar, and emails, ensuring effective prioritisation of matters coming in and out of the CEO's office.

• Exercise sound judgement regarding response to competing demands and communicate clearly with the CEO and relevant stakeholders.

• Organise logistics relating to meetings and events including preparation of agendas and minutes of various internal and external meetings convened or attended by the CEO (or other agreed meetings). Follow up matters arising at such meetings on behalf of the CEO.

• Consistently exercise a high level of discretion, maturity, diplomacy and judgement ensuring exceptional customer experience to all internal and external stakeholders interacting with the CEO.

• Assist the CEO to develop reports which track progress against strategies and initiatives, and governance and compliance utilising whole of organisation registers. across various strategies and plans.

• Assist the CEO in the design and content of quality reports, documents and publications (e.g. Annual Report).

• Organise logistics relating to CEO travel and event attendance including timely bookings and payments of transport, accommodation etc.

1. Board/Governance Secretariat

In consultation with the CEO and Board Chair:

• Provide high level secretarial services to the Board.

• Organise the timing and logistics associated with Board Meetings including timely distribution of agendas and recording of minutes to be circulated to the Board in the approved format.

• Collate and distribute the Board papers in a timely manner.

• Maintain oversight and currency of the Association's incorporation and charitable registration status and ensuring annual filings of required reports and information.

• Organise all associated logistics for Association membership meetings (e.g. annual general meeting) including timely distribution of invitations and associated reports.

• Maintain the annual calendar of Board and Committee activities

• Manage the Board's digital platform including systematic audits of:

• administration
• access rights
• training
• currency of Board governance policies; and
• currency of information uploaded to the portal.

• Maintain Board Registers and supporting documentation.

• Coordinate inductions for new Board Members using approved Board Member Induction Pack.

• Track and manage external correspondence for and of the Board, ensuring that requests made of the Board, or relevant to the governance of the Association, is reported and responded to in a timely manner.

1. Project Coordination (CEO – Led Projects and Strategic Initiatives)

• Coordinate and support special projects and CEO-led initiatives, including significant events and celebrations, and pilot innovative projects that advance organisational priorities and community impact.

• Support in conceptualising, planning, and executing high-profile projects that enhance Melaleuca's visibility, influence, and stakeholder engagement.

• Develop and maintain project documentation, including briefs, timelines, workplans, budgets, and progress reports, ensuring alignment with strategic objectives and organisational standards.

• Monitor and report on project milestones, risks, and outcomes, providing timely updates and recommendations to the CEO.

• Coordinate CEO-led cross-functional collaboration with managers, staff, and partners to ensure projects are delivered efficiently, on time, and within scope.

• Coordinate logistics, communications, and event management for CEO-led initiatives, ensuring a professional standard and positive representation of Melaleuca.

• Prepare briefing materials, draft media releases, correspondence, and presentations for CEO approval that support CEO engagement in strategic events and partnerships.

• Facilitate evaluation and reflection on completed projects to inform continuous improvement and innovation within the organisation.

1. Relationships & Communication

• Maintain high levels of professionalism, confidentiality and customer service that exemplifies the culture and direction set by the CEO.

• Communicate effectively with team members to ensure relevant information is shared.

• Build respectful, professional and positive relationships with staff, stakeholders and clients.

• Contribute to the ongoing development of a client-centred services team.

• Occasionally provide administration support to the Senior Leadership team as required.

1. Organisation wide

• Comply with Melaleuca policies, procedures and values, and positively reflect the organisation at all times.

• Comply with Melaleuca's commitment to safeguarding children. Melaleuca is a child safe organisation and is committed to safeguarding children and young people. Melaleuca has zero tolerance for child abuse and will contribute to providing an environment in which all children and young people feel safe, supported and respected.

• Support a work environment that is free from discrimination, harassment, bullying and refrain from engagement in any activities that may be offensive, humiliating, uncomfortable for; or derogatory towards; other staff or the community.

• Develop and maintain professional and respectful working relationships with all staff, stakeholders and clients, using cultural humility.

• Participate in supervision and debriefing as required.

• Participate in essential and non-essential Professional Development (PD) and maintain personal records of all PD to ensure ongoing upskilling. Participate in performance reviews on a regular basis with Manager.

• Attend meetings, training, toolbox, team building and other client related forums that may occur outside of workhours, and as required by the organisation.

• Actively contribute to the continuous quality improvement of the organisation.

• You may be required to work across any other Melaleuca sites in line with your appointed role and/or skills; and undertake other duties as required.

***To be considered for this role, you must address the selection criteria***

SELECTION CRITERIA

ESSENTIAL

1. Experience working in a values-led organisation, and a commitment to uphold and promote the values of Melaleuca to outwork our Mission and Vision in all aspects of work.
2. Relevant tertiary qualification in Business Administration or related discipline, or equivalent demonstrated experience.
3. Highly developed interpersonal, written, and verbal communication skills, with the ability to engage confidently and professionally across all levels of the organisation.
4. Demonstrated ability to build and maintain effective relationships with Board Members, Chief Executive Officer, Executive Leadership Team, staff and volunteers to strengthen organisational culture.
5. Excellent minute taking and record-keeping skills, with attention to detail and accuracy in documenting decisions and actions.
6. Advanced proficiency in Microsoft Office suite, with well-developed word processing skills.
7. Demonstrated ability to manage multiple priorities, meet deadlines, and maintain accuracy in a fast-paced environment.
8. Highly effective project management skills including planning, coordination, and follow-up to achieve project objectives.
9. Highly effective ability to participate in meetings and events at all levels of the organisation.
10. Competence in data entry, analysis, and reporting using various data management systems and tools to support informed decision-making.

DESIRABLE

1. Prior experience as a secretariat supporting senior executives or Boards within the not-for-profit sector
2. Understanding of corporate governance principles, board processes and compliance frameworks.
3. Experience in budget monitoring, expense reconciliation, and procurement processes.

LICENCES/CLEARANCES

1. A current driver's license
2. A satisfactory national criminal history report
3. A current NT Ochre Card (Working with Children clearance)
4. Australian Citizenship, Residency Status or Visa allowing unrestricted work rights

WHY WORK WITH US?

• We embrace diversity and inclusion and contribute to making a real difference in the lives of our clients and the community we live in.
• Wellbeing activities for employees
• Regular supervision
• Highly supportive and friendly team environment
• Access to an Employee Assistance Program for you and your family
• Salary packaging

HOW TO APPLY

If this role is of genuine interest, your application must include:

• A copy of your current resume; and
• A cover letter addressing the Selection Criteria outlined above and your relevant experience.

Position Description can be downloaded from our website:

Please email your application to: 

THIS POSITION IS FOR IMMEDIATE START.

Please submit your application as soon as possible as shortlisting for this position and interviews will commence immediately - on a rolling basis.

Applications for this position may be closed earlier than anticipated or extended at the discretion of Melaleuca's Recruitment Team.

EOI from third party job agencies/boards will not be considered.

Unsuccessful applicants may be placed on an eligibility list for future employment. However, if you don't hear from us that means you have not been successful in progressing to the interview stage at this time. We thank you for your application and interest in working with Melaleuca .