[Hiring] Virtual & Executive Assistant @Hunt St

Role Description

We are seeking an organized and proactive Virtual & Executive Assistant with experience in the NDIS sector to support senior leadership and day-to-day operations. This role plays a key part in keeping administrative, scheduling, and NDIS-related tasks running smoothly, allowing the team to focus on delivering high-quality participant support.

Key Responsibilities:

• Executive & Administrative Support
  • Manage calendars, appointments, and meetings for senior leaders
  • Handle emails, correspondence, and document preparation
  • Assist with reports, presentations, and internal documentation
  • Maintain organized digital filing systems and records
  • Support onboarding administration including checklists, tracking, and follow-up
  • Assist with basic Excel-based reporting and tracking (e.g., funding usage, referrals)
• NDIS-Specific Support
  • Support NDIS documentation, including service agreements, consent forms, and participant records
  • Assist with plan tracking, funding usage, and basic reporting
  • Coordinate appointments with participants, families, and support providers
  • Ensure records and processes align with NDIS compliance and privacy requirements
  • Upload and manage participant documentation in internal systems
  • Review clinician calendars and time entry to ensure correct billing and session details
  • Send fortnightly billing reminders to clinicians and follow up on outstanding entries
• Coordination & Communication
  • Act as a point of contact for participants, families, and external stakeholders
  • Liaise with therapists, support coordinators, and allied health professionals
  • Follow up actions, deadlines, and outstanding items
  • Handle inbound/outbound phone calls as required (future growth area)
  • Provide high-quality customer service and professional communication
  • Liaise with clinicians regarding missing documentation, calendar entries, or billing queries

Qualifications

• Previous experience in an NDIS, disability, or allied health environment
• Strong organizational and time-management skills
• Excellent written and verbal communication
• High attention to detail and accuracy
• Confident using digital tools (e.g. Google Workspace or Microsoft Office)
• Ability to handle sensitive information with professionalism and discretion

Requirements

• Understanding of NDIS systems, funding, and terminology
• Experience supporting executives or senior managers
• Familiarity with practice management or CRM systems
• Strong Excel skills (data tracking, basic formulas, reporting)
• Canva experience for support as required

Work Arrangement & Expectations

This is a remote role that will be set up as an independent contractor engagement. To ensure alignment and transparency, successful candidates will be expected to:

• Disclose any existing ongoing roles or client work
• Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”)