Offer summary

Qualifications:

Minimum 2 years of experience as a Personal or Executive Assistant in the NDIS industry., Strong organizational and time management skills to handle multiple priorities., Excellent written and verbal communication skills with a high degree of discretion., Proficient in Office 365 and experienced in CRM/document management systems..

Key responsabilities:

Manage the Director’s schedule and provide high-level administrative support.

Organize and manage meetings with internal and external stakeholders, including preparing agendas and taking minutes.

Draft professional correspondence and maintain NDIS participant records and documentation.

Act as the first point of contact for inquiries and follow up on outstanding tasks on behalf of the Director.

Job description

This is a remote position.

Job Overview

We are actively seeking a highly conscientious and proactive AU Personal Assistant w/ NDIS experience to provide direct support to the Director of services who's under an NDIS organization. This role is pivotal in ensuring seamless daily operations, effective communication, and coordination across internal teams and external stakeholders. If you’re passionate about the NDIS sector, thrive in fast-paced environments, and have a strong background in executive support, this is a fantastic opportunity to contribute meaningfully to a growing organization.

Job Description

As the Personal Assistant, you will manage the Director’s schedule and provide high-level administrative, operational, and communication support. Your responsibilities will include:

Morning Daily Routine Support

Review and manage the Director’s inbox; flag high-priority items.
Confirm daily calendar, meetings, and prepare agendas or briefing notes.
Follow up on urgent matters and liaise with team leads for operational updates.

Meetings & Scheduling

Organize and manage meetings with internal staff, participants, families, NDIA reps, and external stakeholders.
Prepare and distribute meeting invites, Teams links, and pre-meeting materials.
Attend key meetings, take minutes, and ensure follow-up on action items.

Administrative Support

Draft professional correspondence, reports, and internal communications.
Support compliance documentation, audits, and incident reporting.
Maintain and organize NDIS participant records, plans, and documentation via CRM/SharePoint.

Operational Oversight

Track monthly house inspections and participant progress note submissions.
Monitor plan reassessments, Change of Circumstance submissions, and new referrals.
Prepare operational dashboards and high-level reports for the Director.

Communication & Stakeholder Liaison

Act as the first point of contact for internal and external parties seeking to connect with the Director.
Liaise with Support Coordinators, Allied Health professionals, NDIA contacts, families, and participants.
Follow up on the Director’s behalf regarding outstanding tasks or information.

End-of-Day and Weekly Tasks

Finalize next-day schedule and send meeting recaps.
Update task tracker/action lists and organize digital folders.
Coordinate staff recognition, team events, and assist with recruitment admin.
Support travel arrangements, board presentations, and internal communications such as newsletters.

Requirements

Minimum 2 years of relevant experience as a Personal or Executive Assistant supporting Australian clients in the NDIS industry.
Experience working for an Australian Client/Business is required.
Experience supporting leadership in an NDIS or community services context.
Strong organizational and time management skills; able to handle multiple priorities.
Excellent communication skills (written and verbal) and a high degree of discretion.
Proficient in using Office 365 (Outlook, Word, Excel, PowerPoint).
Experienced in utilizing CRM/document management systems (e.g., SharePoint, Shiftcare).
Has experience using Employment Hero (preferred).
NDIS Sector Knowledge:

Understanding of NDIS systems, language, and compliance standards.
Familiarity with participant plans, service agreements, and funding categories.
Awareness of safeguarding requirements and participant rights.

Preferred Attributes:

Strong analytical skills with experience in reporting and data interpretation.
High emotional intelligence and professionalism in stakeholder engagement.
Proactive, solution-focused mindset and willingness to learn new systems or standards.

Benefits

Permanent Work-from-home setup
Company-provided equipment
Secondary Wi-Fi Modem
21 Leave Credits
100% conversion of UNUSED leave credits
HMO on Day 1
13th Month Pay
Grab Voucher every month
Birthday Gift
Loyalty Gift
Christmas Gift
Work-Life Balance
Active employee engagements physically such as Christmas Party & Team Building, and virtual events such as town-hall with prizes.