Administration Officer (Executive Support)

An exciting opportunity to work with our dynamic CEO, recognised for visionary leadership and a collaborative style

• Partner with our forward-thinking, dynamic CEO
• Full-time Temp role -until December 2025
• Excellent Salary packaging benefits

Who are we?

Abound Communities, a leading not-for-profit provider of retirement living and aged care, offering a continuum of care from independent living to assisted living and residential aged care in Victoria, as well as home care. Our four villages across Victoria –St Helena, Fitzroy North, Berwick and Euroa are home to 500 older Victorians in need. We are a community based, not-for-profit organisation who put our residents and their families at the forefront of all we do. If you want to make a real difference, apply now and become a part of our exciting journey! It really is our people and culture that set us apart, with our ongoing focus of working together as one team.  

About the role:

This is a full-time role on a temporary contract until the end of the year, with the possibility of permanency. The purpose of the role is to provide secretarial and administrative support to the CEO and Executives, providing support to the Chair and Board of Directors. You will exhibit a high degree of confidentiality, discretion and attention to detail. High energy and an ability to organise and prioritise multiple work activities, while consistently delivering a high standard of work, will be integral to your success. This position can be based at either our North Fitzroy or St Helena village.

Key Responsibilities:

Diary management

• Effective management of a complex diary with competing priorities to ensure the CEO’s time is structured effectively.

Telephone management

• Screen incoming calls and respond to issues on behalf of the CEO as appropriate.
• Use discretion in the absence of the CEO to refer urgent matters to relevant executive as appropriate.

Meeting and event support

• Preparation of agendas, minutes and papers for Committees and meetings as required.
• Coordination and attendance of Board and subcommittee meetings including but not limited to; agenda preparation, paper collation and distribution, minute taking, and follow-up actions taken.

Account management and reporting 

• Manage the administration and data submission of government accounts in relation to My Aged Care and GPMS on behalf of the organisation.

 Document management

• Accurate filing, retrieval and use of the document management systems
• Support the organisation policy and procedure system and function.

Travel and conference arrangements

• Coordination of all travel and accommodation arrangements for the CEO in line with the organisational Travel Policy
• Coordinate conferences, seminars and training sessions as required.

 Relationship management

• Work collaboratively with the wider team to ensure quality service delivery and achievement of organisational goals.
• Develop and improve administrative systems to maintain a high standard of customer service to our residents and other stakeholders.

Other administrative duties as required.

What You’ll Bring

• Experience in an Executive Assistant / Administration Officer role
• Experience working in the community /health/ non for-profit industry is highly desirable 
• High level of integrity and discretion when handling sensitive information.
• Ability to work independently and as part of a team.
• Demonstrated outstanding administration and organisational skills,
• Proficient and experienced with the use of Microsoft Office, IT systems, applications and software.
• Excellent written and verbal communication skills
• Current Police Check and Covid vaccination certificate are essential. 

Why Join us?

• Work with our dynamic CEO who is committed to making a real difference and empowering those around them to succeed
• Salary Packaging Benefits - up to $15,900 pa increasing your take home pay!
• Work-life Balance – Enjoy job security, work close to home, variety of shifts.
• Professional Development – Increase your knowledge and skills, as well as receive ongoing support from key stakeholders. 
• Caring and Engaging Culture – inspirational vision for team success, in a supportive, collaborative, and high performing team. Work with a team who want to see you succeed! 

If this sounds like the role for you, click on APPLY NOW!

For further information or to request a copy of the Position Description, please contact Mila Hodgson-  Executive Manager, People & Culture at milah@aboundcommunities.org.au

To find out more about us and the wonderful work we do, please visit us at https://aboundcommunities.org.au/

Applications close on Monday, 22 September 2025

Abound Communities reserves the right to remove advertising and/or commence the selection process before the application close date. Abound Communities is committed to equal opportunity and ensuring the workplace is reflective of the community. We are committed to appointing the best person for the role and supporting diversity.

The successful candidate will also be required to demonstrate entitlement to work in Australia, and to disclose any pre-existing injury or disease which may be adversely affected by undertaking the inherent requirements of the position.

We encourage people from different backgrounds to apply, including Aboriginal and Torres Strait Islander people, people from culturally and linguistically diverse backgrounds and people with a disability. Note: Key responsibilities section is intended to convey information essential to understanding the scope of the position and is not an exhaustive list of skills, duties, all responsibilities.