Job Description
Join a purpose-led organisation creating meaningful impact across culturally diverse communities
Partner closely with a passionate and visionary CEO in a highly influential executive support role
Be at the centre of strategy, governance and organisational growth
About the company
Over the past 40 years, Mosaic Multicultural Connections (Mosaic) has supported people from migrant and refugee backgrounds and their communities across Newcastle, the Hunter, Lake Macquarie, the Central Coast, and New England. Mosaic’s dedicated workforce of over 80 staff and hundreds of volunteers are passionate about supporting and inspiring culturally diverse people to overcome barriers and thrive. Mosaic supports people from over 70 countries and their multilingual workforce speaks, reads or writes over 40 languages.
About the opportunity
Reporting directly to the CEO, this is a rare opportunity for an experienced Executive Assistant to step into a true strategic partnership role. Supporting a highly engaged and passionate CEO, you will become a trusted extension of the executive office, helping bring structure, coordination and momentum across a broad range of organisational priorities.
Far more than traditional executive support, this position sits at the centre of the organisation and works closely across multiple teams to coordinate information, support governance processes and enable strategic initiatives across Mosaic’s programs and operations.
You will play a key role in enabling the CEO to focus on stakeholder engagement, sector representation, organisational development and long-term sustainability.
Key focus areas include:
Providing proactive executive support including diary, correspondence, travel, meeting coordination and priority management for the CEO.
Coordinating strategic initiatives, action tracking and organisational priorities across multiple stakeholders and teams.
Preparing high-quality reports, presentations, Board papers, briefings and executive documentation for internal and external stakeholders.
Supporting Board and governance processes including reporting coordination, meeting administration and maintenance of confidential governance records.
Liaising across program areas to gather, synthesise and coordinate information that supports executive decision-making and organisational planning.
Assisting with grant tracking, funding coordination, reporting timelines and organisational development initiatives.
Supporting stakeholder engagement activities, sector events, community initiatives and executive representation opportunities.
Contributing to the development of systems, processes and organisational practices that strengthen efficiency, accountability and continuous improvement.
About you
You are highly organised, proactive and thrive in fast-paced environments where no two days are the same. You naturally anticipate needs, build trusted relationships and enjoy bringing structure, clarity and coordination to evolving environments.
You are someone who genuinely enjoys being the person behind the scenes keeping things moving, while working in close partnership with senior leaders and diverse stakeholders.
You bring professionalism, discretion and emotional intelligence, alongside a genuine passion for purpose-led work and community impact.
Additional qualities and experience we are seeking include:
Demonstrated experience in an Executive Assistant, Executive Coordinator or senior executive support role.
Experience supporting senior leaders within complex, fast-paced or multi-stakeholder environments.
Exceptional written communication skills with the ability to prepare professional reports, briefings, correspondence and presentations.
Strong organisational and coordination skills, with the ability to manage competing priorities and maintain a high level of attention to detail.
A proactive, adaptable and solutions-focused approach, with the confidence to exercise initiative and anticipate needs.
High levels of discretion, professionalism and integrity when managing sensitive information and executive matters.
Experience within not-for-profit, community services, government or purpose-led organisations will be highly regarded.
An appreciation for culturally diverse communities and alignment with Mosaic’s values of respect, transparency, collaboration and creation.
How to apply
To learn more about key responsibilities, company culture and associated benefits of this opportunity, please contact Olivia Evans on 02 4927 2025 or email oliviae@peoplefusion.com.au for a confidential discussion. Alternatively, click "Apply" to submit your covering letter and CV.
To view a copy of the Success Profile Pack for this role, including a detailed position description, please click here
At peoplefusion we don’t just accept diversity and inclusion - we celebrate it! We strive to create an environment of equal opportunity regardless of race, gender, sexual orientation, gender identity or expression, lifestyle, age, religion or physical ability, and welcome applications from people from all backgrounds. If you require any assistance with your application please don’t hesitate to contact us.
