Executive Assistant & Administration Coordinator

ELMO Cloud Recruitment•Richmond, VA

About The Position

ABOUT THE ROLE: The Executive Assistant & Administration Coordinator plays a pivotal role in enabling the Chief Operating Officer (COO) to focus on advancing the Richmond Football Club’s purpose and strategic priorities. The Coordinator delivers high-level executive support and streamlined administrative services to ensure the COO can operate effectively and concentrate on strategic leadership. The role oversees a wide range of executive support, information coordination and confidential administration functions, ensuring efficient workflows, accurate communication and the secure handling of sensitive matters. This role also carries the responsibility for governance administration across the Club’s subsidiaries – Aligned Leisure and the Bachar Houli Foundation – and provides support for Club Board Committee activities on behalf of the CEO office when required. In addition, this role leads the operational management of the Club’s office at 100 Wellington Parade, ensuring the environment is well-run, professional and aligned with the values of the Club.

Requirements

Five years executive assistant experience.
Demonstrated experience and understanding of working in an executive level environment.
Strong relationship management skills with senior leaders, board members, and external stakeholders
Ability to represent executive with tact and discretion at all levels and professional skills to handle sensitive or difficult situations diplomatically.
High level of organisational, administrative and time management skills and demonstrated ability to effectively manage varied and multiple projects with conflicting demands to agreed standards and timelines and exercise initiative and discretion.
Software experience with the Microsoft 365 suite of products, especially Outlook, SharePoint, copilot and Diligent Boards essential.
Demonstrated ability to maintain a high level of confidentiality.
Proven problem-solving ability.
Proactive, with the ability to foresee and address issues independently
Strong attention to detail and accuracy.
Adaptable and able to thrive in a fast-paced, dynamic environment.
Approachable and professional demeanour, with a strong work ethic.
Excellent interpersonal skills and the ability to build relationships at all levels.

Nice To Haves

Qualification in Sports Management or Business Administration highly desirable (or having worked in a Sporting environment desirable)

Responsibilities

Diary & Communication Management: Manage the COO’s calendar and appointments, ensuring optimal scheduling and prioritisation. Prepare and edit correspondence, communications, presentations and other documents, Maintain accurate and valuable contact lists and databases for the COO. Monitor and manage the COO’s daily tasks and priorities, ensuring timely follow-up on deliverables.
Invoice Management: Process invoices and credit card expenses for the COO.
Travel Coordination: Organise travel logistics, including accommodations, transport, and itineraries for the COO and department staff.
Board & Subcommittee Administration : Support Board and Subcommittee meetings, including scheduling, work plan, agenda preparation, minute-taking, and follow-up on action items. Support the Board Management System to foster good governance, effective decision-making, high levels of security, and efficient use of directors' time.
Technology Utilisation : Implement and manage digital tools to streamline workflows, improve decision-making processes, and enhance overall efficiency within the department. Ensure data integrity and security of platforms and databases.
Relationship Management : Act as a liaison between the COO and internal/external stakeholders. Manage information in key databases for accuracy and efficacy.
RFC Office Administration : Manage the day-to-day operational function of the administration site, including the coordination of bookings, suppliers, trades, orders, deliveries, liaison with landlord, and administration communication within the RFC Office.
General administration: Provide administrative support to the Marketing department as required, establish effective working relationships with various Club departments. Organise catering and functions as required.

Benefits

Award-Winning Culture : Join an organisation that is an Australian HR Employer of Choice finalist and a Flexible Work Champion.
Flexibility #: Enjoy a flexible work environment with options like flexible hours, work-from-home options, a relaxed dress code and the ability to observe public holidays that align with your cultural beliefs.
Inclusive & Belonging: We are deeply committed to Diversity, Equity and Inclusion, ensuring that everyone feels valued and respected, no matter their background or abilities
Work-Life Balance : We believe in a ‘people first’ culture, where your personal and professional life can thrive together.
Growth & Development: Your growth is our priority with professional development opportunities tailored to suit your goals.
Wellbeing & Fun : We work hard but know how to have fun, fostering a high-performance, caring culture that values holistic wellbeing.
Community Connection : Make a positive impact in the wider community and engage with our charity partners by supporting the Alannah and Madeline Foundation or get involved in one of our community programs across Korin Gamadji or the Bachar Houli Foundation.
Perks & Benefits : Enjoy money can’t buy experiences, a range of perks, including discounts through our sponsors!

Stand Out From the Crowd

Upload your resume and get instant feedback on how well it matches this job.

Upload and Match Resume