The Executive Assistant provides high-level, confidential executive support to the CEO, COO, Executive Team and Board of Directors. This role leads all Administration Services, ensuring effective coordination of organisational systems including accommodation, reception, fleet administration, mail, keys, stationery, WHS administration, and accreditation readiness.
The Executive Assistant is responsible for managing all insurance matters for Tullawon Health Service, maintaining governance documentation, and ensuring administrative compliance with legislative, policy, and accreditation requirements. This position acts as the central coordination point between Executive Leadership, Administration Services, and all internal and external stakeholders.
PRIMARY RESPONSIBILITIES
Executive & Board Support
- Provide confidential, high-level administrative support to the CEO and COO.
- Prepare agendas, minutes, briefing papers, and follow-up actions for Executive and Board meetings.
- Support Board members with documentation, forms, travel, and accommodation.
- Coordinate executive communications, scheduling, and correspondence.
- Maintain governance records and ensure documentation is audit ready.
Administration Leadership
- Lead and supervise the Administration Team.
- Conduct regular supervision meetings and team check-ins.
- Manage rosters, timesheets, leave, and attendance.
- Oversee performance management and staff development.
- Coordinate mandatory training and induction for admin staff.
- Ensure admin staff comply with policies, procedures, and accreditation standards.
- Prepare the Administration Team for accreditation and quality reviews.
Administration Systems Oversight
The Executive Assistant oversees all Administration Services systems, including:
Accommodation
- Manage bookings, cancellations, arrivals, and departures.
- Ensure accommodation is clean, stocked, and maintained.
- Prepare invoices and maintain accommodation records.
Reception
- Ensure reception is staffed and operating effectively.
- Oversee phone management, visitor sign-in, and waiting area presentation.
- Monitor the admin inbox and ensure timely responses.
Fleet Administration
- Maintain vehicle records, servicing schedules, registrations, and documentation.
- Coordinate insurance paperwork and claims (MTL provides evidence/quotes).
- Support Executive Team with fleet reporting.
Mail
- Oversee incoming and outgoing mail processes, including cold chain deliveries.
- Maintain pigeonholes and mailbag preparation.
Keys
- Maintain key allocation register, secure storage, audits, and replacements.
Stationery & Supplies
- Conduct stocktakes and manages ordering of stationery, kitchen, and office supplies.
WHS Administration
- Support WHS meetings, documentation, and risk follow-up.
- Maintain WHS registers and ensure admin compliance.
Maintenance Request Logging
- Receive, log, and track maintenance requests.
- Forward requests to the Maintenance Team Leader for quoting and repairs.
- Monitor progress and escalate unresolved issues.
Event Management
Responsible for the coordination and support of community events organised by Tullawon Health Service, as well as facilitating Tullawon’s participation in stakeholder-led events.
- Attend and represent Tullawon Health Service at event planning meetings
- Coordinate and manage Tullawon’s involvement in community and stakeholder events
- Procure and organise resources and materials required for events
- Oversee event coordination, including planning, execution, and logistics
- Facilitate staff meetings to support event development, planning, and implementation
- Prepare and complete event reports, including outcomes and recommendations
Insurance Management
The Executive Assistant holds full responsibility for all insurance matters, including:
- Manage all insurance documentation for vehicles, buildings, assets, and operations.
- Maintain insurance registers and renewal schedules.
- Prepare and submit insurance claims.
- Liaise with insurers, brokers, and MGA Insurance Group.
- Coordinate with the Maintenance Team Leader to obtain repair quotes, photos, and technical information.
- Track claim progress and ensure timely resolution.
- Ensure compliance with insurance requirements and support CEO/COO with insurance reporting.
Compliance, Governance & Reporting
- Ensure administrative operations comply with legislation, policies, and accreditation standards.
- Report incidents, complaints, and risks to the CEO/COO and follow up actions.
- Maintain accurate records, registers, and documentation.
- Support organisational audits and accreditation processes.
- Assist with policy and procedure development and review.
Stakeholder & Staff Support
- Assist staff with travel, bookings and administrative requirements
- Liaise with suppliers, contractors, visiting services, Yalata Anangu Aboriginal Community (YAAC), South Australia Police (SAPOL), Aboriginal Health Council of South Australia (AHSCSA), National Aboriginal Community Controlled Health Organisation (NACCHO) and other stakeholders
- Maintain strong communication across all teams to support organisational coordination
Undertake additional duties and special projects as required, consistent with the scope and level of the role.
KEY SELECTION CRITERIA
Skills & Abilities
- High-level administrative and organisational skills.
- Strong leadership and staff supervision capability.
- Ability to manage multiple systems and competing priorities.
- Excellent written and verbal communication skills.
- Ability to interpret policies, procedures, and accreditation standards.
- Strong problem-solving and decision-making skills.
- Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
Knowledge
- Understanding of administrative governance, compliance, and accreditation.
- Knowledge of WHS administrative requirements.
- Understanding of insurance processes and documentation.
- Knowledge of ACCHO sector operations (desirable).
- Cultural awareness and ability to work respectfully with Aboriginal communities.
Experience
- Experience in high-level administrative roles.
- Experience supervising staff and managing administrative systems.
- Experience supporting executive leadership and/or Boards.
- Experience managing insurance documentation and claims (desirable).
- Experience in remote or community-based settings (desirable).
Qualifications
- Certificate IV in Business Administration (minimum).
- Certificate IV in Leadership & Management (desirable).
- WHS, HR, or Governance qualifications (desirable).
- First Aid & CPR (or willingness to obtain).
CONDITIONS OF EMPLOYMENT
- Must pass a National Police Record Check throughout the period of employment
- Must pass and hold a Working with Children Check throughout the period of employment
- Must hold a current Drivers Licence
- Must pass safety screening checks as required based on the position and / or as requested by the funding body
- Must hold valid Australian working rights (citizenship, residency, or current working visa)
- All positions are subject to funding
- All positions are subject to an initial six (6) months probationary period
- Other terms and conditions are in line with the relevant industrial instrument and internal policies
KEY WORKING RELATIONSHIPS
The Executive Assistant reports directly to the CEO as the primary reporting line, with a secondary reporting relationship to the COO. The role provides high-level administrative, coordination, and strategic support to ensure the effective functioning of the Executive Office.
The role works collaboratively with • Executive Team — to coordinate executive activities, support leadership initiatives, and ensure alignment across organisational priorities.
- Administration Team — to support the smooth operation of administrative functions and ensure consistency across office processes.
- Maintenance Team Leader — to coordinate facilities-related matters, office upkeep, and operational requirements as needed.
The Executive Assistant also engages regularly with:
- Board of Directors — to coordinate Board meetings, prepare and distribute Board papers, and support governance processes in line with organisational requirements.
The Executive Assistant may also be required to liaise with:
- External Stakeholders — including insurers, contractors, suppliers, visiting services, and sector organisations (such as YAAC, AHCSA, NACCHO), to facilitate communication, coordination, and service delivery outcomes.
All such work is undertaken under the direction of the CEO (and COO as required) to ensure consistent, professional, and effective support to the Executive Office and broader organisation.
MANDATORY CONDUCT
Workplace Health and Safety
- Ensure, within your capability, the health and safety of yourself, staff and other persons in the work areas for which you are responsible.
- Not to intentionally or recklessly interfere with or misuse anything provided in the interests of health, safety and welfare in compliance with the WHS Act or other legislation.
- To report all hazards, accidents or incidents which have resulted or may result in an injury to others or damage to property.
- To be familiar with emergency and evacuation procedures and to participate in regular training in safety procedures.
In-service education programs
It is the responsibility of each staff member to:
- Attend any mandatory training.
- Attend fire drills annually.
- Attend an organisation-wide in-service when held.
- Attend appropriate cultural awareness training within the first twelve months of employment.
Continuous quality improvement:
Each staff member will:
- Participate in appropriate quality activities.
- Commit to providing quality service by taking personal responsibility for adhering to current standards of practice.
- Participate in external review requirements (e.g. accreditation) to enhance continuous quality improvement.
Smoke-free Environment:
Smoking is prohibited in buildings and vehicles within Tullawon Health Service. Tullawon Health Service is progressing towards a smoke-free environment. Smoking in and around Tullawon Health Service grounds is prohibited outside designated smoking areas.
Aboriginal Lands Trust Regulations (Yalata Reserve):
A person must not, while they are on any part of Yalata Reserve, possess or consume alcoholic liquor.
A person on any part of Yalata Reserve must not sell or supply alcoholic liquor to another person.
A person must not, while they are on any part of Yalata Reserve:
- Inhale or consume a regulated substance; or
- Possess a regulated substance for inhalation or consumption.
A person must not, while they are on any part of Yalata Reserve, sell or supply a regulated substance to another person knowing or there being reasonable grounds for suspecting that the other person intends to;
- Use the regulated substance for inhalation or consumption; or
- Sell or supply the regulated substance for inhalation or consumption.
Please note there are circumstances in which the regulations above may not apply; for more information on this, go to Part 3 of Aboriginal Lands Trust Regulations, which can be found at https://www.legislation.sa.gov.au
Tullawon Health Service Inc. is a not-for-profit, Aboriginal community-controlled health service located in the remote Aboriginal Community of Yalata in South Australia. Dedicated to serving the healthcare needs of the local community, Tullawon Health Service offers a wide range of essential services, including primary health care, aged care, social services, and emergency response, ensuring the improvement of the well-being and health of the residents in this remote region.
