This is a remote position.
Job Title: Executive Assistant
Industry: NDIS
Employment type: Full time; 40 hours per week
Rate: 8AUD/hour
About the Role
The client is seeking a highly organized and detail-oriented Executive Assistant (EA) with experience in the NDIS sector, particularly in managing shift and incident reporting. This role supports the executive team in maintaining seamless operations across administrative, compliance, and reporting functions.
The ideal candidate is proactive, reliable, and familiar with the documentation standards and reporting requirements under NDIS, ensuring that all operational and compliance reports are accurate and submitted on time.
Key Responsibilities:
Executive Support
- Provide high-level administrative assistance to the executive team, including calendar management, email correspondence, and meeting coordination.
- Prepare reports, presentations, and summaries for management and stakeholders.
- Maintain confidential information with discretion and professionalism.
NDIS Compliance & Reporting
- Prepare, track, and manage incident reports in compliance with NDIS requirements.
- Ensure all shift reports are completed accurately and submitted promptly by support workers.
- Follow up on missing or incomplete reports and ensure proper escalation of critical incidents.
- Maintain digital filing systems and documentation for easy access during audits or reviews.
- Support the coordination of NDIS Quality and Safeguards Commission reporting as needed.
Operational Support
- Liaise with internal teams to monitor participant schedules and ensure smooth shift coverage.
- Support rostering coordination and update staff changes in relevant systems.
- Assist in onboarding new staff and ensuring documentation aligns with NDIS standards.
- Prepare executive summaries and dashboards highlighting key incidents, staff performance, or participant trends.
Qualifications & Experience
- Minimum 2–3 years of experience as an Executive Assistant or Administrative Officer within the NDIS, Aged Care, or Healthcare sector.
- Strong understanding of NDIS compliance, incident management, and reporting frameworks.
- Experience handling shift reports, rosters, and staff communication.
- Excellent written and verbal communication skills.
- Strong attention to detail and ability to manage confidential information.
- High level of proficiency in tools such as Google Workspace / Microsoft Office, ShiftCare, Supportability, or similar systems.
- Ability to multitask, prioritize, and manage time effectively in a fast-paced environment.
Preferred Skills & Attributes
- Proactive, solution-focused mindset with the ability to anticipate executive needs.
- Familiarity with NDIS documentation standards and Quality & Safeguard Commission protocols.
- Comfortable working across time zones with Australian-based teams.
- Reliable internet connection and quiet home office setup.
Skills Required
- Minimum 2-3 years of experience as an Executive Assistant or Administrative Officer
- Strong understanding of NDIS compliance, incident management, and reporting frameworks
- Experience handling shift reports, rosters, and staff communication
- Excellent written and verbal communication skills
- Strong attention to detail and ability to manage confidential information
- High level of proficiency in tools such as Google Workspace / Microsoft Office, ShiftCare, Supportability
What We Do
Scale-X is a leading Australian-based remote staffing and outsourcing solution built to empower businesses to scale smart and parents to thrive in sustainable work-from-home careers. They specialize in connecting top-tier virtual professionals with high-growth companies across the globe.
