Executive Assistant

Location: Swansea NSW. Whilst Working from Home (or work from our Swansea Office) will be available for the most part, the successful candidate should reside close to Swansea to ensure regular face-to-face contact with the CEO and the leadership team.

Hours: Flexibility is available. Ideally this role would be 20-25 hours per week Monday-Friday.

Reporting to: CEO.

About LifeFul: LifeFul is a values-driven NDIS provider dedicated to delivering high-quality, person-centered support to people with disabilities. We champion innovation, accountability, and excellence to empower participants with tailored support that enhances their independence and well-being. Our team thrives in a collaborative and growth-oriented workplace built on integrity, respect, and service.

Role Overview and Cultural Fit:

We're looking for a capable and proactive Executive Assistant to support the CEO of LifeFul, a Nation-Wide NDIS provider. This role is all about keeping things running smoothly managing a busy calendar, coordinating meetings, and helping the CEO stay across key priorities and projects. We're after someone who's organised, adaptable, and confident working with people at all levels.

LifeFul is values-led. We aim for excellence, encourage innovation, and care deeply about our team and the people we support. The EA plays a vital part in helping the CEO lead with clarity, purpose, and impact. This is more than just admin. It's a chance to be part of a mission-driven organisation, working closely with the CEO to drive collaboration and help shape what comes next.

Our Values:

Risk: We recognize that without risk there is no growth

Excellence: We do what matters & do it well.

Accountability: Owning our roles and outcomes.

Live: We laugh and enjoy our work.

Initiative: We are resourceful. We surprise and delight.

Service: We respect and care for our clients.

Team: We respect trust and care for each other.

Innovate: We grow and improve.

Credible: We follow the evidence. We do what we say we will do

Key Responsibilities:

• Meetings & Communication – Organise Monthly Strategy and Governance meetings, take minutes, and prepare presentations.
• Event & Stakeholder Management – Be a cheerleader for the culture, organise team gifts, celebrate team member milestones, coordinate and organize internal events, and activities fundraisers, and key stakeholder engagements.
• NDIS Audits & Compliance – Assist in preparing documentation and ensuring timely submissions.
• Documentation & Policies – Draft, review, and refine policies, procedures, and reports.
• Executive Support – Provide high-level administrative and operational support to the CEO.
• Research & Briefings – Conduct independent research and prepare high-quality briefings.
• Diary & Calendar Management – Efficiently manage the CEO's schedule, ensuring priorities are met.
• Correspondence Handling – Manage incoming and outgoing communications on behalf of the CEO.
• Team Coordination – Assist with aligning CEO priorities across departments and ensure timely follow-up on key actions.
• Project Support – Provide administrative and coordination support for strategic projects or business improvement initiatives.
• Confidentiality & Discretion – Handle sensitive information with professionalism, confidentiality, and integrity.
• Board & Leadership Support – Coordinate and prepare materials for board and leadership meetings as required.
• Process Improvement – Identify and implement administrative efficiencies to support executive operations.
• Relationship Management – Act as a point of contact for internal and external stakeholders on behalf of the CEO.
• Travel & Logistics – Coordinate travel, accommodation, and event logistics for the CEO and key team members as needed.
• Any other duties deemed reasonable within the role of an Executive Assistant.

Skills & Experience:

• Exceptional communication – Strong verbal and written skills, with an ability to engage at all levels.
• Technical proficiency – Expertise in Microsoft 365, SharePoint, and business software.
• Social media & digital savvy – Comfortable navigating digital platforms and AI tools.
• Document Design & branding – Experience in Canva or similar platforms.
• High-level organisation – Ability to manage competing priorities with ease.
• Outcome-driven mindset – A results-oriented approach to problem-solving, able to achieve outcomes with and through leadership teams.

Qualifications & Experience:

• Degree qualified (preferred) in any related field (e.g. Arts, Business, Administration, Journalism)
• Minimum 3+ years of experience in an EA or similar role.

If you're an organised powerhouse who loves a challenge and wants to make a real difference, we'd love to hear from you