Executive Assistant / NDIS Administrator

Executive Assistant / Administrator

Employment Type: Full-Time

Work Setup: Remote

About the Role

We are seeking a highly experienced, proactive, and self-driven Executive Assistant / Administrator to provide high-level administrative and operational support to a Director/Business Owner of an Australian-based NDIS provider.

This role requires someone who can work independently, exercise sound judgment, take ownership of responsibilities, and ensure smooth day-to-day business operations, even when leadership is unavailable or traveling.

The ideal candidate is highly organized, resourceful, and confident in managing executive priorities, administrative processes, stakeholder communications, and NDIS-related documentation.

This is an urgent vacancy, and the successful candidate must be ready to hit the ground running from Day 1.

Key Responsibilities

Executive Support & Calendar Management

• Manage and maintain the Director's calendar, appointments, meetings, and daily schedule.
  

• Coordinate and prioritize meetings, appointments, and operational activities.
  

• Send reminders, confirmations, and follow-ups on behalf of the Director.
  

• Act as the primary point of contact, screening and prioritizing incoming requests.
  

Inbox & Communication Management

• Monitor, organize, and respond to incoming emails professionally and promptly.
  

• Prioritize urgent matters involving NDIS participants, support workers, and compliance.
  

• Draft, proofread, and send professional correspondence on behalf of the Director.
  

• Maintain clear and professional communication with internal and external stakeholders.
  

Administration & Document Management

• Prepare, format, and organize business documents, including Service Agreements, Participant Intake Forms, Progress Reports, Compliance Documents, and Worker and Participant Files.
  

• Maintain organized Dropbox folders and ensure documentation is properly labeled and updated.
  

• Ensure records are accurate, complete, and aligned with relevant NDIS documentation and audit requirements.
  

CRM & Systems Management

• Manage and update ShiftCare, including participant profiles, worker scheduling, shift updates, and compliance documentation.
  

• Maintain Monday.com for task tracking and project management.
  

• Manage communications and administrative activities through Microsoft Outlook and Microsoft 365.
  

• Navigate and respond to participant-related matters and NDIS communications through the Porda (NDIS Commission System).
  

Stakeholder & Meeting Support

• Liaise with NDIS participants, support workers, coordinators, and other stakeholders.
  

• Prepare meeting agendas, attend leadership and operational meetings, and take accurate meeting minutes.
  

• Monitor action items and ensure timely follow-ups.
  

• Coordinate with support workers, monitor daily activities, and escalate operational concerns when necessary.
  

NDIS Compliance & Operational Support

• Monitor participant and worker documentation to ensure records remain accurate and up to date.
  

• Keep informed of relevant NDIS updates and assist with implementing necessary operational changes.
  

• Support compliance with NDIS Practice Standards.
  

• Assist in drafting, reviewing, and maintaining internal policies and procedures.
  

Requirements

Qualifications and Requirements

Must-Have Requirements

• Minimum of 5 years of experience as an Executive Assistant, Administrator, or in a similar administrative support role.
  

• Hands-on experience using ShiftCare is non-negotiable .
  

• Strong understanding of the Australian National Disability Insurance Scheme (NDIS) framework, including:
  

  • NDIS Practice Standards
    

  • Service Agreements
    

  • Participant Intake and Support Plans
    

  • Disability support services, including SIL, respite, community access, and personal care.
    

• Proficiency in Microsoft 365, particularly Outlook, Word, Excel, and Teams.
  

• Experience using Monday.com for project and task management.
  

• Experience with Dropbox for document storage and file management.
  

• Familiarity with Porda or the ability to learn new systems quickly.
  

• Excellent written and verbal English communication skills.
  

• Strong professional email etiquette and the ability to draft correspondence independently.
  

Key Attributes & Soft Skills

• Proactive and self-directed, with the ability to anticipate business needs without constant supervision.
  

• Confident decision-maker who can exercise sound judgment and initiative.
  

• Highly organized and detail-oriented, with excellent time management skills.
  

• Able to manage multiple priorities, deadlines, and responsibilities simultaneously.
  

• Maintains strict confidentiality and discretion when handling sensitive information.
  

• Tech-savvy and adaptable to new systems and processes.
  

• Reliable, accountable, and committed to delivering high-quality work.
  

• Strong awareness of disability services and NDIS compliance requirements.
  

Nice to Have

• Previous experience supporting an Australian-based NDIS provider.
  

• Background in healthcare, aged care, or disability services.
  

• Experience working directly with a C-suite executive, Director, or Business Owner.
  

• Familiarity with Australian workplace culture and professional standards.
  

Benefits

Why Join Us?

• 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
  

Ready to take your career to the next level? Apply now!