Executive Assistant & Governance Coordinator | AU NDIS

We are seeking a highly discreet, structured Executive Assistant & Governance Coordinator to provide high-level confidential executive and governance support to our Founder, Executive Leadership Team, and Board of Directors.

This position is deliberately separated from day-to-day operations to protect sensitive Board, executive, financial, and personnel information. Operating with absolute discretion and professional boundaries, you will manage governance calendars, prepare board papers, record minutes, track leadership action items, coordinate executive travel, and manage executive email and calendar scheduling across three senior leaders.

Key Responsibilities

• Board & Governance Administration: Prepare agendas, collate and format Board papers, take minutes, maintain the Board action log, and coordinate the strategic planning cycle, quarterly/annual reports, and governance calendars.
• Executive Support: Manage complex executive calendars, email, and travel for the Founder, Head of Corporate Operations, and Head of Client Services & Growth. Prepare correspondence, briefings, and administrative project collateral.
• Management Team Support: Prepare Management Team agendas and minutes, follow up weekly on agreed action items, track implementation reviews, and support restricted leadership project channels (e.g., in Asana).
• Document & Personnel Filing: Manage governance documents, restricted management personnel files, and confidential executive records in compliance with strict privacy protocols.
• Administrative Operations & AI Collaboration: Action office ordering requests (stationery, supplies, handbooks) and collaborate with internal systems specialists to build administrative AI tools (e.g., Microsoft Copilot agents).

Job RequirementsNon-Negotiable Core Requirements

• Governance & EA Experience: Minimum 3+ years of experience as an Executive Assistant, Board Secretary, or Governance Administrator.
• Board Documentation Skills: Proven track record preparing formal Board agendas, collating governance papers, drafting accurate minutes, and tracking action registers.
• Advanced Software Proficiency: Advanced mastery of Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, SharePoint) and task management tools (Asana).
• Compliance & Screening: Must hold (or be eligible to obtain) a Current NDIS Worker Screening Check, as this is a risk-assessed role.

Key Traits & Selection Criteria

• Absolute Confidentiality & Discretion: Strict commitment to maintaining professional boundaries—understands that access to information does not grant permission to share it.
• Proactive Follow-Through: Exceptional organizational, time-management, and tracking skills to ensure senior leaders meet all governance and project deadlines.
• High-Level Communication: Professional, articulate written and verbal English skills to liaise confidently with Board members, advisory committees, and senior executives.
• Tech-Forward (Desirable): Experience with modern AI productivity tools (such as Microsoft Copilot) is highly regarded.

Pay: Php40,000.00 - Php50,000.00 per month

Benefits:

• Work from home

Application Question(s):

• Do you have a valid, active NDIS Worker Screening Check (or equivalent risk-assessed clearance) and a portfolio demonstrating executive or Board-level governance support?
• How many years of professional experience do you have serving as an Executive Assistant, Board Secretary, or Governance Administrator for C-suite executives and Boards of Directors?
• Do you have direct experience taking formal Board meeting minutes, formatting Board papers, and maintaining confidential governance registers?
• How many years of experience do you have managing executive calendars, complex travel arrangements, and task dependencies inside Microsoft 365, SharePoint, and Asana?

Work Location: Remote