Executive Assistant

3 weeks ago

Darwin, Northern Territory, Australia DCOH Full time

DCOH Darwin, Northern Territory, Australia

Executive Assistant

DCOH Darwin, Northern Territory, Australia

Overview

Executive Assistant role for DCOH in Darwin, NT. The position supports senior leadership, coordinates high-level administration, stakeholder engagement, and document control to enable efficient operations in a fast-paced executive office.

What You'll Do
  • Provide high-level executive support to the COO, including proactive diary and calendar management.
  • Coordinate quarterly Board meetings, prepare agendas and reports, collate documents, take minutes, and track follow-up actions.
  • Organise appointments and meetings with internal and external stakeholders including Ministers, Board members, and industry groups.
  • Handle sensitive information with discretion, including company financials, contracts, and personnel matters.
  • Prepare and process legal and project documentation, including contracts and grant submissions, ensuring accuracy and timely delivery.
  • Liaise with internal teams to support clear and consistent communication.
  • Maintain organised digital and physical filing systems, and compile regular reports including data updates and stakeholder communications.
  • Coordinate travel arrangements for the COO and key stakeholders, including flights, accommodation, ground transport and itineraries.
  • Track travel expenses and assist with contractor invoices and personal reimbursements.
  • Represent DCOH with professionalism and integrity, ensuring all communication aligns with our values and Code of Conduct.
What You'll Need
  • Demonstrated experience in executive assistance or senior administrative roles, ideally supporting C-suite leaders.
  • Exceptional time-management and prioritisation skills, with the ability to coordinate shifting calendars, board meetings, and confidential matters.
  • Clear and professional communication with Board members, Ministers, and internal stakeholders.
  • Proficiency with Microsoft 365, SharePoint, and document management systems; ability to optimise information and workflows.
  • Experience handling legal documents, government correspondence, contracts, and grant submissions.
  • Ability to coordinate complex travel itineraries with attention to preferences, timing, and budgets.
  • Discretion, professionalism, and integrity in handling sensitive information.
What's Next

If you are interested in this position, please submit your CV and cover letter describing who you are and how you meet the criteria above.


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