Executive Assistant / NDIS Administrator
About the Role
We are seeking an experienced and proactive Virtual Executive Assistant to the CEO / NDIS Administrator to provide high-level executive support and administrative coordination for an Australian business operating within the disability support sector.
This role combines executive assistance, NDIS administration, compliance documentation, recruitment support, stakeholder coordination, and project management. The successful candidate will work closely with the CEO and internal teams to keep daily operations organised, ensure important tasks are completed on time, and maintain accurate and compliant administrative records.
We are looking for someone who can work independently, anticipate priorities, take ownership of follow-ups, solve routine problems, and recommend practical improvements without requiring constant supervision.
Key Responsibilities
1. Executive and Administrative Support
Manage the CEO’s calendar, appointments, meetings, reminders, and follow-ups.
Proactively identify outstanding tasks, upcoming deadlines, and competing priorities.
Organise meetings, prepare relevant documents, and ensure action items are tracked through to completion.
Provide general executive and administrative support to help streamline daily operations.
2. Email, Correspondence, and Communication Management
Monitor and prioritise incoming emails, messages, and correspondence.
Draft professional emails, respond to routine enquiries, and flag matters requiring management approval.
Screen incoming calls, monitor voicemail, document enquiries, and follow up on unresolved requests.
Identify urgent or sensitive matters and escalate them to the appropriate person promptly.
3. NDIS Administration and Compliance
Maintain accurate and up-to-date participant and worker records in accordance with approved procedures.
Prepare approved forms, service agreements, and other administrative documentation.
Monitor document expiry dates, screening requirements, training records, and compliance deadlines.
Organise and maintain audit evidence and supporting documentation.
Assist with administrative recordkeeping and compliance preparation using relevant systems and authorised portals.
4. Progress Notes and Incident Documentation
Review progress notes and related documentation for completeness, consistency, and administrative quality.
Provide administrative feedback to workers and request clarification or corrections when information is incomplete.
Ensure corrections are made by the original author through the appropriate process while preserving the integrity of existing records.
Escalate potential risks, discrepancies, and concerns to authorised management for review.
5. Recruitment, HR, and Worker Onboarding
Organise candidate applications, CVs, and recruitment records.
Screen applicants against agreed selection criteria and coordinate interview schedules.
Assist with onboarding documentation and maintain records of required worker screenings, training, and clearances.
Follow up on outstanding recruitment and onboarding requirements.
Support HR administration while maintaining confidentiality of candidate and employee information.
6. Stakeholder and Team Coordination
Coordinate communication between management, workers, and relevant stakeholders within delegated authority.
Assign or track task owners, deadlines, and outstanding actions using project management systems.
Follow up with team members to ensure commitments are met and operational issues are addressed.
Identify delays or blockers and resolve routine issues or escalate them when necessary.
7. Project and Business Support
Coordinate assigned marketing, lead-generation, website, program, and grant-related activities.
Liaise with designated personnel to monitor project progress and follow up on deliverables.
Assist with research, information gathering, document preparation, and administrative project requirements.
Support business development initiatives and continuous improvement projects as assigned.
8. Process Improvement and Reporting
Identify opportunities to improve administrative workflows, documentation, and task management.
Research practical solutions and recommend improvements to enhance efficiency and service quality.
Obtain the necessary approval before implementing significant changes to established processes.
Prepare concise daily updates and weekly reports covering completed tasks, outstanding actions, overdue items, potential risks, process improvements, and decisions requiring management input.
Important Role Boundaries
The successful candidate must work within approved procedures and delegated authority. Clinical decisions, determinations regarding incident reportability, hiring decisions, expenditure approvals, contracts, and regulatory approvals remain the responsibility of authorised management.
The role requires sound judgment in handling confidential information, using authorised accounts and systems, and escalating urgent or sensitive matters promptly. Sharing account credentials or making unauthorised commitments on behalf of the business is not permitted.
If you are an experienced executive assistant with Australian NDIS administration knowledge, strong organisational skills, and the initiative to keep people, processes, and priorities on track, we encourage you to apply.
Requirements
Qualifications and Requirements
Essential Qualifications
Proven experience as a Virtual Executive Assistant, Executive Assistant, or Senior Administrator.
Hands-on experience with ShiftCare.
Previous Australian NDIS administration experience, including familiarity with participant and worker documentation and compliance requirements.
Strong working knowledge of Microsoft 365, particularly Outlook, Word, Excel, and Teams.
Excellent written and verbal English communication skills.
Professional telephone manner and experience handling calls, emails, and stakeholder enquiries.
Strong organisational skills, attention to detail, and the ability to manage multiple priorities.
Ability to work independently, exercise sound administrative judgment, and consistently follow through on assigned responsibilities.
Reliable internet connection, a suitable headset, and a quiet, private workspace.
Preferred Qualifications
Experience with Monday.com or other project and task management platforms.
Familiarity with RingCentral or similar cloud-based phone systems.
Experience in recruitment coordination, candidate screening, and worker onboarding.
Exposure to audit preparation, compliance tracking, and document control.
Experience coordinating remote teams, multiple stakeholders, or business projects.
Familiarity with tools such as Dropbox, Adobe, Canva, WordPress, Apollo.io, or similar business applications.
Skills and Personal Attributes
Proactive and resourceful: Anticipates needs, identifies next steps, and takes initiative without waiting for constant direction.
Highly organised: Maintains clear records, manages deadlines, and ensures follow-ups are completed.
Detail-oriented: Handles sensitive information and compliance documentation accurately.
Discreet and trustworthy: Maintains strict confidentiality when dealing with executive, participant, worker, and business information.
Solutions-focused: Resolves routine administrative problems and recommends practical improvements.
Accountable: Takes ownership of responsibilities, communicates progress, and escalates issues appropriately.
Professional communicator: Builds positive working relationships while maintaining appropriate boundaries and delegated authority.
Benefits
- Healthy, supportive, and conducive work environment (Great Place to Work™ Certified for five consecutive years!)
- Work with an innovative company delivering cutting-edge solutions across multiple industries
- Lead a team in a fast-paced, high-growth environment
- Competitive salary with opportunities for career advancement
- Collaborative, forward-thinking work culture
- 21 leave credits plus all client-based holidays
- HMO coverage with dependent benefits
- Exposure to world-class leadership from both local and international supervisors