Governance Assistant

4 weeks ago

Melbourne, Australia Citywide Full time

**Governance Assistant**:
**Job no**: 494793

**Work type**: Part time

**Location**: Melbourne - CBD & Inner Suburbs

**Categories**: Administration & Office Support

Citywide is recruiting for a **Governance Assistant** to support the Governance and Quality functions of the business. This is a role that will see you juggling multiple tasks, assisting the Company Secretary and the Assurance, Risk & Governance team. You will be responsible for the implementation of key administrative functions to support the business. This is a part time role (4 days a week) based in our North Melbourne office.

**About Citywide**

Citywide is a company with a clear purpose and mission - we shape liveable cities for more than 14 million people in communities along Australia’s eastern seaboard. We manage and maintain all aspects of civic amenity, assets and infrastructure for government and private enterprise customers, to the benefit of the host communities in which we work and whom we serve.

**Primary Responsibilities**:

- Assist Company Secretary and Assurance, Risk & Governance
- Ensuring that Board and Committee policy and procedures are followed.
- Coordinating the timely preparation, completion and despatch of Board and Committee papers.
- Preparation of draft Agendas, Minutes, Cover Sheets and meeting Run Sheets.
- Coordinating and maintaining the upkeep of all company records, including ASIC filings.
- Helping to organise and facilitate the induction and professional development of directors, including managing Diligent Resource Centre for Board and Executives.
- Creating and maintaining the Board Calendar.
- Travel and Expense management for Board members.
- Management and maintenance of Company Registers, including Conflicts of Interest.
- Administer Document Management process, including the registered document repository.
- Support the administration of Change Management process and Quality System
- Creating Purchase Orders and arranging payments of invoices.
- Event/workshop management including booking venues, setting up events and organising the agendas.
- Ensuring integrity and confidentiality of Board and CEO's office is maintained.
- Other duties as required within the scope of the role.

**Required Skills and Experience**:

- Minimum 5 years' experience in office administration
- Confident high level interpersonal and communication skills
- Professional phone manner and ability to liaise with various stakeholders
- Advanced Microsoft Office and general computing knowledge
- Excellent time management, highly developed organisational skills and ability to handle a range of tasks with competing priorities
- Event management experience
- Strong verbal & written communication
- Excellent attention to detail
- Proven ability to work under pressure
- Ability to multi-task with a high degree of adaptability in a fast paced changing environment
- High degree of personal integrity and credibility and the ability to represent the CEO, Executive and Board with professional competence
- Governance or Compliance training or experience would be highly regarded but is not mandatory

**In return we offer**:

- The job security that comes with our list of long-term contracts
- The chance to make an impact in a rapidly expanding company
- The opportunity to further develop your skills in a strong, supportive environment
- A workplace that focuses on safety first
- A company with a culture of teamwork and respect
- Potential to work flexibly

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