Executive Assistant

at  Baptcare

CAMBERWELL VIC

About Us
At Baptcare, we care. Our Mission and Vision are lived through our WE CARE Values: for our residents, customers, clients, partners, and supporters; with the very young through to the very old, the vulnerable, with families through all of life’s stages and challenges.
Baptcare is a purpose driven organisation working across Victoria, Tasmania, and South Australia. Focused on providing residential and community care for older people and support to children, families, and people with disability, financially disadvantaged people and people seeking asylum.
Our Values are Wellbeing, Ethics, Co-creating, Accountability, Respect and Effectiveness ​. ​
About the Role
The Executive Assistant is a representative of the Executive and always offers a courteous, friendly and solution focused approach. This role requires exceptional organisational skills, attention to detail, and the ability to manage confidential information with discretion. The Executive Assistant will play a key role in ensuring the smooth operation of the General Manager’s office, handling communication, scheduling, and administrative tasks efficiently.
Key Duties
Setting of meeting agendas and coordinating meetings
Take and distribute accurate meeting minutes
Email and correspondence management, including coordinating responses
Management of calendars/schedules and coordinating of meetings
Coordinate Travel, local / interstate for Operational Services and Community Services Team
Coordinate schedules and partner with the Executive Assistant team to support positive outcomes
Communicate with all levels of management and employees to assess and address needs
Draft and proofread correspondence, reports, and presentations
Maintain accurate records and files, both electronic and hard copy
Serve as the primary point of contact for internal and external stakeholders
Handle enquiries and requests, ensuring timely responses and follow-ups
Assist in the coordination and implementation of special projects and initiatives
Track project timelines, milestones, and deliverables
Compile data and prepare reports related to projects as required
Workplace Health & Safety
Report WHS hazards, injuries and incidents (including near misses)
Act responsibly to protect your safety and the safety of others
Participate in and contribute to WHS improvement activities including inspections, audits and other view activities
Ensure tools, equipment, PPE and clothing are in a safe condition before use and report/fix any defects as appropriate
Actively participate in rehabilitation and return to work activities following any work-related injury
Comply with responsibilities under the WHS Management System and any reasonable instructions, including during emergency situations
Ensure any incidents you encounter are reported, supporting any investigations and supporting the implementation of preventative measures
About You

Please refer the Job description for details