Administrative Assistant to CEO

Role summary

Provide high-level administrative, operational and digital communications support to the CEO and COO to maximize their efficiency, streamline operations, and strengthen the company’s online presence for Aged Care business. This role blends executive support with social media and basic website/content responsibilities and requires strong communication, marketing and IT capability, high discretion, and proactive problem-solving.

Key responsibilities

• Serve as the first point of contact for the CEO and COO: field calls, emails and visitor enquiries; screen, prioritize and route requests; follow up to resolution.
• Independently addresses day‑to‑day requests and operational issues from the COO, taking initiative to complete and close tasks.
• Manage and maintain organized executive files (digital and physical) and confidential records with discretion.
• Draft, format and proofread executive correspondence, presentations and client facing documents.
• Assist with client onboarding processes and preparation of standard contracts and service documents as required.
• Identify and implement small operational improvements to streamline administrative processes.

Digital Expertise

• Create, schedule and publish social media content across agreed platforms according to content calendar and brand guidelines.
• Perform basic website updates (content edits, publish blog posts/announcements) using the company CMS as directed.
• Monitor and report on social and website analytics; prepare short performance summaries and recommend content improvements based on data.

Problem solving for Process efficiency

• Can resolve and solve for business (HR, Client onboarding) process issues.
• Combines technical proficiency and emotional intelligence to resolve everyday process challenges.
• Develop templates and frameworks for reuse by the team.

Technical skills

• Advanced: Microsoft Office suite (Outlook, Word, Excel, PowerPoint)
• Communication & content
• Social media platforms: Confident creating and scheduling content for various platforms especially Facebook.
• Website & basic digital editing
• CMS experience: Squarespace or similar — able to make content edits, publish posts and troubleshoot basic formatting.
• Basic HTML/CSS awareness (helpful but not mandatory) for simple content fixes.
• Basic image editing: Canva, Adobe Express, or Photoshop for cropping, resizing and layout.
• Basic video editing tools.
• Data & analytics
• Ability to extract and interpret basic social and website metrics (Google Analytics fundamentals, native platform insights) and produce concise summaries with recommendations.
• IT & security
• Comfortable with cloud storage, document version control and best practices for data security and confidentiality (OneDrive, Google Drive, Dropbox).

Working conditions & other requirements

• Hybrid office/remote arrangement possible; willingness to be onsite for key meetings and events.
• Flexible working hours on occasion.
• Ability to pass background and reference checks.

Desirable qualifications

• Certificate or diploma in Business, Administration, Communications, Marketing, or equivalent.
• Formal social media, digital marketing or CMS training.
• Experience supporting Csuite in a growth stage or fast paced environment.

Required qualifications & experience

• 3+ years administrative or executive assistant experience supporting senior executives; experience in dual support (two executives) preferred.
• Experience managing social media accounts and CMS content updates in a business context (B2B or B2C).
• Demonstrable experience handling confidential information with discretion.
• Strong written and verbal communication skills; solid experience drafting professional documents and social captions.
• Proven ability to manage competing priorities and work independently with minimal supervision.