Executive Assistant to the COO
Part-time | Executive Support | Calendar, Communications, Documents & Follow-Up
Sydney Health & Care Services
Part-time | 15 hours per week
Monday, Wednesday and Friday | 9:00 am to 2:00 pm
Potential to grow into additional hours over time
Laptop and work phone provided
Sydney Health & Care Services is seeking a highly organised, proactive and professional Executive Assistant to the Chief Operations Officer.
This is a key support role for someone who enjoys structure, communication, confidentiality, document preparation, calendar management, data accuracy and keeping actions moving behind the scenes.
You will work directly with the COO to provide executive administration and coordination support across calendars, meetings, communications, documents, registers, reminders, data, follow-up actions and daily priorities.
This role does not carry operational authority or decision-making responsibility. Your role is to help the COO stay organised, prepared and across key actions, while maintaining clear boundaries, confidentiality and professionalism.
About the role
As Executive Assistant to the COO, you will help create structure around a busy executive operations role.
You will support diary and calendar coordination, meeting preparation, communication with direct reports, document drafting, data entry, register updates, task tracking and follow-up administration.
This role requires someone who is calm, trustworthy, confidential and confident communicating with managers and internal stakeholders in a professional way.
What you will be involved in
You will support the COO with:
- Managing calendar invites, meeting bookings, reminders and schedule changes.
- Preparing the COO for meetings by organising agendas, notes, documents, data and follow-up items.
- Drafting documents, letters, emails, meeting notes, agendas, action lists and basic reports as directed.
- Assisting with communication to the COO’s direct reports, including reminders, meeting preparation, action items and administrative follow-up.
- Following up outstanding actions with direct reports as directed by the COO.
- Keeping registers, trackers, data records and action lists accurate and up to date.
- Adding leave-related reminders, follow-up notes and task records relating to the COO’s direct reports.
- Supporting meeting preparation, minutes, action tracking and document formatting where required.
- Assisting with inbox support, communication drafts and administrative tasks.
- Helping maintain structure across recurring meetings, leadership follow-ups and operational priorities.
- Completing approved work-related errands or office support tasks where required.
- Handling confidential information relating to staff, operations and leadership matters with discretion.
About you
You will suit this role if you:
- Are highly organised, reliable and proactive.
- Have strong attention to detail.
- Can manage calendars, reminders and follow-up actions confidently.
- Can draft clear emails, documents, notes and basic reports.
- Are comfortable working with data, registers, trackers and spreadsheets.
- Communicate clearly, professionally and respectfully.
- Are confident following up managers and direct reports in a professional way.
- Can take direction and follow through without needing constant prompting.
- Can manage confidential information with maturity and discretion.
- Are confident using Outlook, Teams, Microsoft Office, Word, Excel and electronic systems.
- Can keep information accurate, updated and easy to find.
- Understand the importance of boundaries, confidentiality and professional discretion.
Experience that may suit this role
We encourage applications from people with experience in:
- Executive assistant or personal assistant roles
- Administration support
- Office coordination
- Diary or calendar management
- Document drafting and formatting
- Data entry, registers and spreadsheets
- Meeting preparation and minutes
- Communication support
- Task tracking and action registers
- Health, disability, aged care, NDIS or community services administration
- HR, operations or leadership administration support
Experience in a busy service-based environment will be highly regarded.
Important role boundaries
This is an executive support role and does not carry management authority.
The role may assist with communication, reminders and follow-up actions with the COO’s direct reports as directed by the COO.
The role does not approve leave, make employment decisions, provide operational direction, approve expenditure, manage staff performance or make decisions on behalf of the COO unless specifically authorised.
The Executive Assistant may draft documents, update data, follow up tasks, update records, prepare information and support communication as directed by the COO.
Any matter involving decision-making, staff concerns, complaints, payroll, HR, participant matters, risk or compliance must be escalated to the COO or authorised manager.
What we offer
- Part-time role, 15 hours per week
- Monday, Wednesday and Friday, 9:00 am to 2:00 pm
- Potential to grow into additional hours over time
- Laptop and work phone provided
- Direct support role to the Chief Operations Officer
- Opportunity to build strong executive administration, communication, document preparation and operational support skills
- Meaningful role helping improve structure, follow-through, data accuracy and communication across a growing NDIS provider
How to apply
Please submit your resume and a short cover letter outlining your experience in administration, calendar management, meeting support, document drafting, data entry, communication, task tracking, registers or executive support.
In your cover letter, please briefly tell us how you stay organised, manage competing priorities, draft documents, work with data and handle confidential information.
