Executive Administration & Board Support Officer

About the role

The Executive Administration & Board Support Officer provides professional administrative support to the CEO, Board and CAA Secretariat team. The role coordinates the CEO's diary and travel, assists with the preparation and distribution of Board and meeting materials, maintains records and action lists, supports routine financial administration, and helps coordinate the day-to-day operation of the office. The position requires strong organisational skills, attention to detail, discretion and the ability to manage a varied administrative workload. The role works independently on routine responsibilities while seeking guidance from the CEO on priorities, sensitive matters and non-routine decisions.

Key responsibilities

• Manage the Executive Team's diaries, travel arrangements and meeting schedules

• Coordinate meeting invitations, appointments and routine correspondence

• Format and compile presentations, reports and meeting materials using information provided by the CEO and team

• Provide administrative coordination for Board and Committee meetings, including scheduling and preparing agendas and meeting packs

• Collate and distribute Board papers provided by the CEO and relevant staff within agreed timeframes

• Take minutes and maintain action registers, with minutes reviewed and approved by the CEO

• Process invoices, expenses, credit card reconciliations and purchase requests accurately and on time

• Coordinate internal meetings, Board meetings, workshops and office events, including invitations, travel, catering, venues and other logistics

• Use Microsoft 365 and other approved systems to support efficient administration and record keeping

• Maintain professional working relationships with Board Directors, members, suppliers and sector stakeholders

About you

• At least five years' experience in an administration, personal assistant, office support or similar role

• Experience coordinating diaries, travel, meetings and routine office administration

• Experience preparing agendas, taking minutes and maintaining meeting records

• Experience handling confidential information with discretion

• Sound proficiency in Microsoft Office, particularly Outlook, Word, Excel, PowerPoint and Teams

• Confidence using cloud-based document and collaboration systems

• Strong organisational skills and attention to detail

• Clear and professional written and verbal communication

• Ability to manage competing administrative priorities and meet deadlines

• Professional judgement and discretion when handling confidential information

About us

The Council of Ambulance Authorities (CAA) is the peak body representing ambulance services across Australia, New Zealand and Papua New Guinea. CAA works collaboratively on ambulance and pre-hospital issues of national and international significance. As a member-based, not-for-profit organisation, CAA advocates for improvement and innovation, leads sector-wide campaigns including Restart a Heart Day, and delivers conferences, leadership programs, awards, research and sector engagement activities.