Executive Assistant and Board Secretariat

AI Job Summary

• Experience as a senior Executive Assistant, Board Secretariat, Governance Officer or similar supporting a CEO and/or the
• Experience coordinating Board/Committee processes: papers, agendas, minute taking, action registers, confidential docs.
• Manage complex executive diaries/inboxes/meetings/travel with a proactive, solutions-focused approach.

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Role Type

Permanent • Full-time • Associate

Pay Rate

$52 AUD – $54 AUD (Hour)

Description

Be at the heart of organisational leadership, providing trusted executive and governance support that enables effective decision-making and lasting community impact. This is an exciting full-time ongoing opportunity for a highly organised finance professional who thrives in a dynamic, values-led environment.

• Work closely with the CEO, Board and Executive Leadership Team
• Diverse role combining executive support, governance and stakeholder engagement
• Attractive salary packaging benefits and a supportive workplace culture

About the Role

The Executive Assistant and Board Secretariat provides high-level executive, administrative and governance support to the Chief Executive Officer (CEO), Board and Board Committees, ensuring the effective and efficient operation of the Office of the CEO and the organisation’s governance framework.

The role is responsible for managing complex executive schedules, coordinating Board and Committee meetings, preparing and maintaining governance documentation and supporting effective communication and engagement with Board Members, senior leaders and external stakeholders. Acting as a trusted central point of coordination, the Executive Assistant and Board Secretariat ensures the timely flow of information, the management of competing priorities, and the delivery of professional, confidential and responsive support that enables effective organisational leadership and decision-making.

In this role, your key focus area will be:

Executive Support and Office of the CEO

• Provide comprehensive and proactive executive support to the CEO, including management of a complex and dynamic diary, inbox coordination, prioritisation of commitments and timely follow-up of actions.
• Coordinate CEO travel arrangements, accommodation, itineraries, expense reconciliation and other administrative requirements to ensure efficient management of the CEO’s responsibilities.
• Prepare, coordinate and facilitate key meetings involving the CEO and Executive Team, including agendas, briefing materials, presentations, minutes, action registers and follow-up activities.
• Draft, prepare and coordinate high-quality correspondence, reports, presentations and communications on behalf of the Office of the CEO, ensuring accuracy, professionalism and consistency of messaging.
• Act as a trusted point of contact for the Office of the CEO, managing relationships with internal and external stakeholders with professionalism, discretion and confidentiality.
• Plan, prioritise and deliver high-quality work that supports organisational priorities, strategic objectives and agreed deadlines.

Board Secretariat and Governance Support

• Provide high-level secretariat and administrative support to the Board, Board Committees and Company Secretary to enable effective governance and decision-making.
• Coordinate Board and Committee calendars, meeting schedules, Director communications, travel arrangements and governance events.
• Prepare, collate and distribute Board and Committee papers, agendas and supporting documentation, ensuring compliance with governance requirements and agreed timeframes.
• Attend Board and Committee meetings as required, take accurate minutes, maintain action registers and support the monitoring of actions and resolutions.
• Maintain Board records, governance documentation and electronic document management systems (including Board portals), ensuring information is current, accurate, secure and confidential.
• Support Board member onboarding, induction activities and ongoing administrative requirements.

Projects, Administration and Operational Support

• Provide project coordination, research and administrative support to the CEO and Executive Team on strategic initiatives, organisational priorities and special projects.
• Maintain accurate and confidential records, including reports, correspondence, presentations and organisational documentation.
• Supp…