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Executive Office Assistant

2 weeks ago

Richmond, Victoria, Australia Royal Flying Doctor Service Victoria Full time $60,000 - $80,000 per year

About Us

Since 1928, the Royal Flying Doctor Service (RFDS) has been a lifeline for rural and remote Australians. While we're known for emergency aeromedical care, we also provide essential non-emergency health services-ensuring everyone has access to quality care, no matter where they live.

About the Role

As our Executive Office Assistant (Part-time, 0.8), you'll provide high-level administrative support to the Executive Advisor and CEO, ensuring the smooth and efficient operation of the Office of the CEO. This is not your average admin role-you'll be the central hub that keeps everything moving, managing complex schedules, travel arrangements, reporting deadlines, and executive correspondence with precision and professionalism.

You'll also oversee the daily operations of our corporate office, maintaining a safe, organised, and productive environment. Your ability to anticipate needs, solve problems before they arise, and adapt quickly will be key to strengthening executive effectiveness and supporting organisational priorities.

Key responsibilities of the role include but not limited to:

  • Provide administrative support to the Executive Advisor, tasks include drafting correspondence, formatting reports, preparing agendas, preparing briefing materials, conducting research, managing reporting deadlines and organising events.
  • Manage the CEO appointments and travel, optimising schedules for maximum efficiency.
  • Provide diary, travel, credit card, and administrative support to the CEO.
  • Manage office operations including overflow phone calls, landlord liaison, maintenance, contracts, supplies, mail, couriers, storeroom, fleet, and archives.
  • Oversee procurement and stock of corporate office supplies (stationery, kitchen, catering, board uniforms and name badges).
  • Coordinate visitor management, volunteer supervision, and ad hoc event catering.
  • Assist the Executive Advisor in organising board events, dinners, and Director First Program (inductions, alumni, registers, bios).
  • Manage corporate travel accounts and arrange travel for board members and visitors.
  • Ensure CRM/SRM data accuracy and stakeholder updates.
  • Administer invoicing and contract management for the Office of the CEO.
  • Provide support to C-Suite executives through leave coverage and peak-time administration

Note: This role may require occasional travel to RFDS locations across Victoria.

What We're Looking For

  • A highly capable and proactive professional who excels in dynamic, fast-paced environments
  • Someone who can pre-empt challenges and act before they become issues
  • Exceptional organisational skills and attention to detail
  • Strong communication and relationship-building abilities
  • A calm, confident presence who can juggle competing priorities with ease
  • Proven ability to work autonomously and proactively, with initiative to successfully achieve tasks
  • Flexibility to work outside normal business hours when required by the CTO and GM and adjust approaches and support various tasks as needed.
  • Ability to develop policies and procedures, conduct research, and prepare reports or papers.
  • Demonstrates initiative and problem-solving skills to navigate challenges effectively
  • Experience supporting and driving continuous improvement and change initiatives.

Why Join RFDS?

  • Be part of Australia's most trusted and reputable charity
  • Access salary packaging benefits (available to all employees)
  • Flexible Working Arrangements available
  • Gifted Leave

Applications Close Thursday 18th December 2025 at 5pm.

The Royal Flying Doctors Service, Victoria, is committed to creating a diverse environment and is proud to be an equal opportunity employer. We encourage applications from individuals of underrepresented backgrounds to apply, including but not limited to, those from Aboriginal and Torres Strait Islander, culturally and linguistically diverse and LGBTQI communities. Please note all applicants require the right to work in Australia.