Executive Assistant



We are seeking a dynamic and organised professional to join our team as a Executive Assistant Client Relations. This role offers an exciting opportunity to make a meaningful impact on client experience, staff coordination, and activity program execution. If you thrive in a fast-paced environment and have a passion for people-focused work, we encourage you to apply!

Key Responsibilities

Client Relations Management

Maintain and update detailed client profiles, ensuring accurate and comprehensive records of preferences, needs, and history.

Draft, review, and update client service agreements, ensuring compliance with regulations and alignment with client requirements.

Scheduling and Rostering

• Develop and manage staff rosters to meet client needs and ensure smooth operations.
• Communicate scheduling changes effectively to staff and clients in a timely manner.
• Schedule and oversee appointments, reviews, and meetings for the client relations team.
• Respond to staff emails and calls regarding rostering, changes, and incidents.

Program and Activity Coordination

• Plan and coordinate group activity programs that are tailored to client interests and goals.
• Collaborate with staff to ensure successful execution and participation in group activities.
• Organise resources, including creating shopping lists and purchasing items needed for activities.
• Design and distribute visual calendars and newsletters to inform and engage clients.
• Manage bookings and track participant numbers for seamless coordination.

Funding and Compliance

• Monitor client funding allocations and usage to maintain accurate financial records.
• Ensure all client documentation meets regulatory requirements and prepare reports for stakeholders.
• Keep service agreements up-to-date to reflect client needs and ensure compliance.
• Review and approve timesheets weekly, ensuring accuracy and adherence to standards.
• Follow up with staff to address incomplete or insufficient progress notes to maintain quality documentation.

Staff Coordination

• Liaise with support staff to address client satisfaction and resolve any issues promptly.
• Provide updates to staff, ensuring they are informed of client preferences and goals.
• Maintain records of staff notes related to behaviour and HR incidents for accurate documentation and performance reviews.

Administrative Support

• Maintain organised and accurate records of client interactions and documentation.
• Develop efficient systems for streamlined access to critical information.
• Manage client databases, rostering systems, and scheduling software for daily operations.
• Organise emails, ensuring timely responses and escalating urgent matters.
• Prepare and maintain accurate filing systems for essential documentation.

Strategic Initiatives

• Collect and analyse client feedback to identify opportunities for improving services.
• Assist in rolling out new programs and initiatives designed to enhance the client experience.

What We’re Looking For

We are looking for a candidate who:

• Demonstrates exceptional organisational and time-management skills.
• Communicates effectively with a variety of stakeholders, including clients and staff.
• Has a proactive approach to solving problems and implementing solutions.
• Excels in managing multiple priorities while maintaining attention to detail.

What We Offer

• A supportive and collaborative team environment.
• Opportunities for professional growth and development.
• The chance to make a real impact on the lives of clients and the community.

If this sounds like the per

fect role for you, we’d love to hear from you!