Corporate Secretariat Administrator

1 week ago

Brisbane, Queensland, Australia QIC Limited Full time

About The Role:


Reporting to the Head of Corporate Secretariat and forming part of our Corporate Affairs, Government & Strategy (CAGS) Team, this role will provide administration support for the effective delivery of the team's tasks and activities.

It will also be responsible for the facilitation and coordination of outsourced service providers, coordination of travel, meeting logistics, accommodation bookings and preparation of material for client preparations.


Key Accountabilities include:

  • Help coordinate the preparation of Board and Committee papers, including responsibility for preparing standing papers on administrative matters and assisting contributors around the business to prepare papers of a very high standard
  • Publishing Board and Committee papers using our current electronic platform (Diligent Boards) and assist to manage any action items raised at Board and Committee meetings
  • Meeting preparations including scheduling and prioritising followups, managing RSVPs, room bookings and setup including equipment and catering, printing, and binding
  • Assist in the preparation of Quarterly Reports, Annual Reports, Annual Statements and Plans including any shareholder correspondence
  • Maintaining registers and engaging external service providers
  • Maintaining the Corporate Secretariat electronic corporate records system (Diligent Entities)
  • Records management and filing system for all records and documents associated with the role
  • Processing Directors' and team expenses and invoices in Finance systems
  • Maintain accurate company secretarial records (including statutory corporate registers)

About You:


You have outstanding organisational and time management skills and demonstrate initiative, drive, professionalism with the ability to "think, question and challenge".


You will also present with:

  • Excellent administrative skills with prior experience in fastmoving admin focused roles
  • Strong document management skills (both electronic & paper)
  • Highly adept attention to detail and report writing skills
  • Exceptional communication and interpersonal skills
  • Ability to work collaboratively within a small team environment and independently
  • Advanced skills in Microsoft Office suite (Excel, Word and PowerPoint)
  • Sound judgement in distinguishing the urgent vs. important, prioritisation, expectations management and escalating issues when necessary
  • Experience in management of travel
  • Experience in setup and management of video conference facilities and meetings. Broad knowledge and diverse experience in managing a wide range of office secretarial/ organisational / administrative responsibilities and practices

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