Executive Assistant

0.8 FTE | SCHADS Level 5 + Super + Salary Packaging | Inner East Melbourne

About Refuge Victoria

Be at the heart of an organisation that changes lives.

At Refuge Victoria, we believe that everyone deserves to live safe and free. Every day, our dedicated team works to support people escaping family violence, empowering them to rebuild their lives with dignity, safety, and hope.

Refuge Victoria is a leading not-for-profit specialist family violence organisation providing refuge and crisis accommodation to women and children escaping family violence. With a proud history of over 40 years, we are Victoria's largest provider of crisis accommodation.

We are committed to a strengths-based approach that centres the voices of our clients. Our services are inclusive and culturally safe, and we are dedicated to continuous learning and improving outcomes for those who need us most.

The Opportunity

We're looking for an Executive Assistant / Project Administrator to join us in this mission. This is a unique and rewarding dual role that combines Executive Assistance to the CEO, Board, and Leadership Team with Quality, Reception, Project Support and Office Administration duties.

You will be at the organisational core as the person who ensures our leaders can focus on delivering impactful services, while also keeping our office environment welcoming, organised, and running smoothly. If you are inspired by efficiencies and technology and have an understanding or experience with emerging trends that can improve the way you work, this is your chance to use those skills for a cause that matters.

Key Responsibilities

Executive Assistance / Project Administration

• Manage the CEO's diary, schedule meetings, and coordinate travel arrangements.
• Prepare agendas, take minutes, and follow up on actions for Board and Committee meetings. Commitment to attending out-of-hours Board meetings every second month
• Maintain governance records, ensuring compliance with reporting and legislative requirements.
• Draft, proof, and format correspondence, reports, and presentations.
• Coordinate events, workshops, and leadership meetings.
• Support the planning, coordination, and delivery of organisational projects and strategic initiatives.
• Assist with project communication, scheduling, and logistics by organising meetings, coordinating training sessions, preparing materials, and tracking progress against timelines.
• Ensure relevant stakeholders are informed and engaged, and that project implementation activities run smoothly and on schedule.

Office Administration & Reception

• Act as the first point of contact for visitors and incoming calls, ensuring a welcoming and professional environment.
• Assist the wider team with administration tasks, document creation, and Microsoft Teams organisation.
• Support staff with administrative requests and maintain shared resources.

Quality, Technology & Compliance

• Assist with maintaining quality systems, policies, and procedures.
• Support audit and compliance activities, including document control.
• Identify and implement new tools, software, or processes to improve efficiency and streamline workflows.
• Stay informed about relevant technology trends and suggest ways to integrate them into daily operations.

About You

As a small and passionate team, we're looking for someone with a can-do attitude and enjoys being part of a collaborative, team focused environment. You're a highly organised and proactive professional who takes pride in making sure nothing falls through the cracks. You thrive on variety, can juggle competing priorities with ease, are a natural communicator and can build strong relationships with colleagues, stakeholders and community partners. You have a keen eye for detail, a knack for problem-solving, and you're confident using technology (especially Microsoft Office and Outlook) to keep things running efficiently.

Most importantly, you bring a values-driven approach to your work. You understand the importance of confidentiality, professionalism, and teamwork, and you're motivated by the idea that your skills will help make a real difference in the lives of people experiencing family violence.

You will bring (key selection criteria):

• Proven experience supporting executives and/or Boards in a professional setting
• Strong organisational skills, attention to detail, and the ability to juggle multiple priorities.
• Experience or strong interest in technology tools and trends, and the ability to apply them to improve work efficiency.
• Proficiency with Microsoft Suite and MS Teams.
• Ability to handle confidential information with discretion.
• Exceptional communication skills and a warm, professional presence.
• Alignment with Refuge Victoria's vision of a community where everyone lives safe and free.
• Qualifications in business, administration, or governance would be highly regarded.
• A collaborative, respectful, and professional approach to working with colleagues and stakeholders.
• Experience in the family violence sector or community services would be preferred.

What's on Offer

• Salary at SCHADS Level 5, plus superannuation.
• Up to $15,900 salary packaging +$2,650 meals and entertainment
• Modern Offices – Inner east Melbourne suburbs .
• Part time (30.4 hours/4 days per week)
• Friendly work environment with regular supervision and professional development
• Work with purpose – every task you do supports people in crisis

Other Requirements

• Current Employee Working with Children Check and Police Check
• Compliance with Refuge Victoria's Immunisation policy
• Commitment to Refuge Victoria's values, child safety standards, and inclusion policies

Join Us

At Refuge Victoria, we celebrate diversity and are committed to creating an inclusive workplace for all. We strongly encourage applications from Aboriginal and Torres Strait Islander people, people from culturally and linguistically diverse backgrounds, LGBTQIA+ communities, people with a disability, and those with lived experience of family violence.

To apply, please submit:

• A cover letter addressing the key responsibilities
• Your resume outlining relevant experience