Executive Assistant to CEO

Working at Melba Support Services (Melba)

• We support people with disability to live the life they want.
• We have a Zero Tolerance approach to violence, abuse, neglect, and exploitation.
• Every member of the Melba community is committed to The Melba Way Charter, our vision, purpose and values.
• Melba aims to create welcoming and respectful workplaces that promote inclusive and collaborative working relationships.
• For over 50 years Melba Support Services has been providing services to people with disability that focus on supporting people to dream big, embrace life and do what they choose and value. Melba is firmly grounded in upholding human rights and recognises that part of living a happy, healthy life is being independent and being able to do the things that bring us joy. Melba won the 2023 National Disability Award for Excellence in Service Quality.

Why Join Us?

We are a human-rights, values-based, not-for-profit community organisation committed to providing services that support individuals with disability to lead everyday lives of their choice, if this resonates with you, come join us

What you'll be doing (Key accountabilities)

1. Governance & Board Support

• Coordinate CEO inputs for Board and Committee meetings, ensuring timely, accurate, and compliant submissions.
• Manage Board and other governance related workflows (e.g., board calendar, paper uploads, action tracking) and maintain records in line with confidentiality and information management requirements.
• Serve as a key advisor in the preparation and review of Board papers, ensuring submissions are strategically aligned, high-quality, and meet governance standards. Prepare high quality briefing packs for CEO participation in board and sector forums, ensuring relevant and strategic alignment.
• Partner with the CEO and Governance team to ensure streamlined processes and forward planning at Board level.

2. Strategic Triage & Horizon Scanning

• Continuously monitor CEO inbox, calendars, and sector intelligence to identify emerging priorities, risks, and opportunities.
• To optimise CEO focus and enterprise outcomes, act as the CEO's first point of triage, identifying, prioritizing and where possible actioning issues on their behalf, using sound judgement and understanding of enterprise priorities.
• Maintain a forward view of CEO commitments and surface conflicts/impacts early with proposed options.
• Shepherd approval packs and workflows in accordance with Melba's Delegation of Authority, enforcing cut-offs and quality requirements.

3. Executive Coordination & Decision Support

• Orchestrate the CEO's operating rhythm; adhere to the cadence set by the CEO and recommend improvements where appropriate.
• Coordinate ELT meetings including agendas, pre-reads, logistics, minute-taking, action tracking and follow-ups.
• Prepare concise briefing notes, talking points, and light analytics drawn from dashboards and reports (e.g., to support decision-making).
• Maintain decision and action logs; ensure outcomes and owners are communicated and tracked to closure.
• Follow up and coordinate action items arising from Board and / or ELT meetings, ensuring items are appropriately recorded and actioned within timely manner by appropriate parties.
• Assist in linking ideas, people, and initiatives across the organisation to support enterprise-wide coherence and momentum on strategic priorities.
• Act as a trusted sounding board and strategic confidante to the CEO, providing honest feedback, insight, and perspective across a broad range of issues.
• Attend internal and external meetings on behalf of the CEO when appropriate, ensuring continuity, strategic alignment, and accurate representation of CEO perspectives.

4. Stakeholder & Sector Engagement

• Liaise with internal and external stakeholders on behalf of the CEO, fostering strong and professional relationships, managing relationships with discretion and care
• Coordinate logistics for CEO participation in national forums, government roundtables and sector events (generally remotely supporting when the CEO travels).
• Develop stakeholder maps and engagement plans; proactively compile briefing packs that anticipate information needs.
• Identify and report on key themes arising from stakeholder and sector engagement.

5. Information & Systems Management

• Manage workflows, documentation and secure information sharing, ensuring appropriate version control is maintained as required
• Uphold confidentiality and records governance; ensure accurate version control and access protocols for CEO documents.
• Prepare high-quality correspondence and maintain an organised knowledge base for the Office of the CEO.
• Maintain a central knowledge base for key board and CEO documents and records, support continuity and information retrieval as required.

6. Executive Administration

• Provide high-level diary and travel management, prioritising strategic commitments and optimising CEO time use.
• Draft and send correspondence on behalf of the CEO within agreed parameters; proactively accept/decline/redirect as needed.
• Manage a small CEO Office budget including expense reconciliation and supplier liaison.

7. Critical Incident Escalation, Coordination & Communications

• Act as first point for CEO escalation during critical incidents; coordinate information flows, prepare holding lines, and schedule briefings
• Track actions and ensure timely updates to the CEO and relevant stakeholders; capture lessons learned and follow-up items.
• Maintain accurate records of incidents, response actions and communications, aligned with Melba's risk and incident frameworks.

Your Background (Skills and attributes)

Skills

• Exceptional organisation and prioritisation with high attention to detail in a fast-paced environment.
• Advanced written and verbal communication, including board-ready documentation and executive correspondence.
• Strong stakeholder engagement and political acumen; able to navigate sensitive and confidential matters.
• Analytical thinking and problem solving with ability to synthesise complex information into actionable insights.
• High proficiency with Microsoft 365

Knowledge/Experience

• Minimum 5 years supporting C-suite executives with exposure to board governance and compliance.
• Experience coordinating governance cycles, action registers and decision logs.
• Sector/government (disability/community/NDIS) experience highly regarded.

Qualifications

• Bachelor's degree in business administration or related field, or equivalent experience.

Requirements

• A current NDIS Worker Screening and Working with Children Check.
• The ability and relevant driver's license to perform travel to Melba sites across Victoria.
• Compliance with OHS&W regulations, legislation, and Policies and Procedures is required.
• Successful completion of pre-employment safety screening checks, mandatory training, and their subsequent renewals is necessary.

Occupation Health Safety and Wellbeing (OHS&W)

• Take reasonable care for their health, safety, and wellbeing and that of others.
• Observe safe systems of work.
• Follow OHS&W policies and procedures.
• Report hazards, near misses and incidents in accordance with the agreed incident reporting system.
• Contribute to a positive culture in relation to OHS&W and participate in consultative structures.

Inclusion at Melba

Melba Support Services recognises the contribution that a diverse workforce makes to continuous improvement and service delivery and is an Equal Opportunity Employer. Melba Support Services values diversity and encourages applications from Aboriginal and Torres Straight Islanders. People with disabilities and from culturally and linguistically diverse backgrounds are also encouraged to apply. Melba Support Services is committed to making reasonable adjustments to the recruitment process and day-to-day work. As a provider of supports and services to children, Melba is committed to ensuring that every child feels safe and respected. All Melba staff and volunteers have a responsibility to make sure that children's wellbeing and safety comes first, that they are supported to achieve their potential, respected, and protected from abuse and neglect.