Key Responsibilities:

• Provide high-level executive support to the Executive Director including diary Management;

• Acknowledge and process invitations for the Executive Director, Board Members and Senior Leadership team.

• Coordinate diary meetings with the senior team and Executive Director and provide scheduling advice.

• Respond to all invitations and diaries accordingly.

• Coordinate all travel, accommodation, and itineraries for the Executive Director.

• Administrative Support

• Manage confidential and sensitive documentation with appropriate discretion.

• Prepare and format reports and documents for internal and external use often within short time frames.

• Prepare PowerPoint presentations or public relations documents for the Executive Director.

• Manage incoming calls, emails, and correspondence, proactively determining significance and managing distribution.

• Management of the Office of the Executive Director

• Prepare and collate speaking and meeting briefs for the Executive Director in consultation with the Senior Leadership Team.

• Act as the principal contact point for external stakeholders, including Board members, Ministerial and senior Government officials, members and liaise with key stakeholders in consultation with the Executive Director.

• Alert the Executive Director to matters requiring an immediate attention, in conjunction with senior staff.

• Ensure the smooth running of the office of the Executive by addressing IT and other issues promptly.

• Provide high level administrative and governance support to the Board

• Schedule all meetings of the Board, Executive’s, and other subcommittees.

• Work with the Executive Director and Managers to prepare and distribute meeting agendas and papers.

• Attend and proactively minute all meetings and prepare action lists.

• Prepare and provide management overall meeting action lists, ensuring the relevant people are tasked accordingly and prompted when deadlines approach.

• Provide support to the Executive Director and Board around governance and reporting requirements including Constitution, Associations Incorporations Act, and Governance policies of the organisation.

• Provide administrative support for Election and other AGM’s including liaising with Executive Managing Director, appointed Returning Officer and Board Members.

• Support the Executive Director and Leadership team in the development and maintenance of stakeholder relations by establishing a friendly and professional report with stakeholders.

• Ensure that the Executive Director or Senior team are made aware of issues relating to stakeholder relations at the earliest opportunity.

• Meeting minute taking at Committee and other meetings (as requested)

• Support the Company Secretary in related processes such as the setting of meeting dates and agenda items.

• Monitor general enquiries to teams and redirect as appropriate for follow up

• Facilitate Support Services team and WHS meetings.  

Technical Competencies

• Demonstrated high-level administration and organisational skills, including tasks, schedules, business, legal administration, and travel management
• Experience in dealing with confidential information and demonstrated capacity to maintain confidentiality and professional standards of behaviour in difficult and sensitive circumstances.
• Well-developed liaison skills, including excellent communication skills with a range of public, private, and non-profit stakeholders.
• Excellent time management skills including working to deadlines, attending to detail always.
• Demonstrated writing skills and advanced MS Office skills.
• A proactive, collaborative mindset and demonstrated capacity to work independently and within a team environment.
• Proficiency in Microsoft Office including Google, Excel, Word, and PowerPoint.