About Us

LGBTIQ+ Health Australia (LHA) is the national peak health organisation in Australia, supporting healthy lesbian, gay, bisexual, trans/transgender, intersex, queer and other sexuality, gender, and bodily diverse people and communities throughout Australia and the world, free from stigma and discrimination.

About The Role

The office of the Chief Executive Officer (CEO) requires an efficient, proactive and professional Executive Assistant to provide high level, confidential, administrative and operational support to the CEO to ensure effectiveness, functionality and responsiveness from the executive in making decisions regarding implementation of programs and activities.

The role liaises with senior managers, team members and a broad range of external stakeholders including LHA members, the board, government representatives and departments (including Ministers and Members of Parliament), state and national partner organisations and other relevant organisations and individuals. Duties are to be proactively undertaken with sound judgement, discretion, professionalism, and confidentiality under limited direction.

The coordination of the CEO’s diary and communication between the CEO, the LHA staff team, members, stakeholders, funders, and the Board is a significant part of the role.

The role is based in Sydney and applicants must be able to work onsite in Sydney.

Principal Duties

Executive Assistance

• Manage and provide a high level of support to the CEO, addressing issues promptly and determining appropriate action.
• Work closely and primarily with the CEO, providing high-level, confidential business and administrative support and advice to the CEO with limited direction.
• Provide high-level administrative, planning and secretariat support to the CEO for all identified internal and external meetings and events. This include preparing confidential documentation, reading, scheduling, and attending meetings, preparing agenda and minutes, and facilitating and undertaking follow-up actions.
• End to end coordination of the CEO’s schedule, correspondence, emails, appointments, meetings, travel itineraries, communications, and other business requirements.
• Build and maintain strong working relationships with key internal and external stakeholders.
• Communicate directly and on behalf of the CEO as appropriate, with board directors, LHA staff, members, and stakeholders, using own initiative and judgement.
• Manage and coordinate logistics associated with virtual and in-person meetings, workshops, and conferences, both internal and external, and travel and attend identified engagements to assist the CEO.
• Undertake research, prepare letters, briefs, presentations and reports for the CEO.
• Develop and maintain records, filing and document management systems necessary to monitor and control papers and other information required for the CEO.
• Review, consult, implement and continuously improve processes and systems for the effective and efficient delivery of executive services to the CEO.
• Create and promote an environment of co-operation, efficiency, continuous improvement, and service excellence to support the CEO, and model best practice.

Maintain performance and professional development

• Manage workload to meet outcomes in required timeframes and seek support when required.
• Undertake on-the-job training and tailored courses to increase knowledge and skills in relation to executive assistance, project management, governance, human resources, and membership administration, as identified and determined.
• Attend mandatory training as required.
• Participate in team meetings and activities, and work effectively in a team environment.
• Participate in supervision and performance review.

Other Duties and Responsibilities

• When required, work outside normal business hours, eg. occasional evening teleconferences and work required to meet critical deadlines.
• Willingness to travel within Australia.
• Maintain a clean and safe workspace and abide by Workplace Health and Safety (WHS) policies and all other LHA policies and procedures.
• Understand, implement, participate, and promote Organisational Policies and Procedures and Workplace Health and Safety (WHS) objectives, processes, and procedures.
• Undertake any other tasks, duties, or specific projects within your area of skill and expertise, as required by LHA.
• Identify and report issues as they arise.

Key Skills & Experience

Qualifications

• Degree or associate diploma and/or substantial experience in C+Suite support, office or business administration, governance and compliance or other relevant fields.
• Post Graduate qualifications looked on favourably.

Certifications required:

• Current Working with Children Check.
• Current Police check.

Experience Required

• Experience working effectively and collaboratively in a small team environment with minimal supervision and guidance.
• Demonstrated experience of working in high pressure environments where a high degree of judgement, initiative, confidentiality and sensitivity is required.
• Experience in providing secretariat support, including the preparation of complex meetings schedules, agendas and minute taking.
• Demonstrated experience in preparing, developing, and editing letters, executive reports and briefing papers.
• Experience working with and meeting the requirements of regulatory bodies and funders.
• Demonstrated understanding of and commitment to the health and human rights of LGBTIQ+ people and communities.
• Fluent in Microsoft Office 365 and confident in systems management
• Extensive experience working with Microsoft Teams and Microsoft Planner.
• Experience with customer databases, membership systems and survey tools.
• Practical experience using National Builder or similar is desirable.

Aptitude & Interpersonal Skills

• Well-developed communication skills, including the ability to liaise effectively with members and internal and external stakeholders at all levels, supported by excellent writing skills.
• Excellent administrative and organisational skills appropriate to a complex and busy national peak body.
• Ability to perform effectively by prioritising activities, managing and responding to competing priorities, and remaining focused under pressure.
• Ability to problem-solve, remain flexible, and complete a demanding workload in a timely way.
• Strong initiative, self-motivation, productivity, and ability to work both autonomously and in a team.
• Accuracy and attention to detail.
• Commitment to the principles of equal opportunity and workplace diversity.

Accessibility

• If you have any access requirements or need to submit your application in alternative format, please contact us to discuss.
• You can apply verbally over the phone or through a face-to-face meeting if you cannot submit a written application.
• You will need to tell us about your previous work experience, your suitability for this role and your answers to the target questions.

We encourage people from diverse backgrounds including people with a disability, LGBTIQ+ people, Aboriginal and Torres Strait Islander people to apply.