2025: Shire of Carnarvon

Shire of Carnarvon 2025: Shire of Carnarvon - Executive Assistant to the Chief Executive Officer Carnarvon, Western Australia, Australia Executive Assistant to the Chief Executive Officer - Position Number: 15 - Department: Office of the Chief Executive Officer - Level: 6 - 7 depending on skills, experience and qualifications. - Award: May be covered under Local Government Officers' WA - Base Salary: $96,925.97 - $100,372.20 plus superannuation, housing and district allowances (if eligible) depending on skills, experience and qualifications. $5,000 retention bonus payable on completion of 3 years. Base Salary and allowances are pro-rata for part-time. - Reports to: Chief Executive Officer The Executive Assistant (EA) provides high-level, confidential, and strategic support to the Chief Executive Officer (CEO) and Council, ensuring effective governance, efficient executive operations, and transparent communication across the organisation. This is not a traditional administrative role - it’s a trusted partnership position, central to enabling the CEO to focus on leadership, strategy, and people. The EA plays an active role as a connective link between Council, executive management, staff, and the community, ensuring clarity, accountability, and alignment in everything the organisation delivers. The role directly embodies and promotes the Shire’s CARECHIP Values – Courage, Authenticity, Respect, Excellence, Cohesion, Humility, Inclusion, and Passion. 1. People, Culture, and Team Support - Model the Shire’s CARECHIP values and contribute positively to the Shire’s culture of respect, excellence, and inclusion. - Foster collaboration between the CEO, Council, and staff through open communication and professional conduct. - Provide general support to the Executive Management Team and coordinate cross-departmental initiatives. - Demonstrate initiative, sound judgment, and emotional intelligence in handling confidential and sensitive matters. - Assist with internal leadership, recognition, and engagement initiatives that strengthen workplace cohesion. 2. Governance and Council Support - Coordinate the preparation, review, and distribution of Council and Committee agendas, minutes, and reports in accordance with statutory timelines. - Maintain and monitor key governance registers, including declarations of interest, gifts and benefits, complaints, delegations, and Freedom of Information (FOI) requests. - Support Councillor engagement by managing correspondence, briefings, events, and training logistics. - Track Council resolutions and ensure timely completion and reporting. - Assist with Audit & Risk Committee documentation and compliance tracking. - Maintain confidentiality and integrity in handling all governance and Council information. 3. Executive and Strategic Support - Manage the CEO’s calendar, inbox, and correspondence with focus and precision to ensure strategic priorities are met. - Assist with the preparation, proofing, and coordination of complex reports, briefing notes, submissions, and presentations for Council, government agencies, and external partners. - Support the CEO in preparing for ministerial, WALGA, and regional meetings, including research, briefing materials, and stakeholder engagement. - Coordinate executive meetings, ensuring agendas, minutes, actions, and follow-ups are completed to a high standard. - Maintain corporate records and ensure compliance with relevant legislation and policies. 4. Communication, Liaison, and Stakeholder Management - Act as the primary liaison between the CEO, Shire President, Councillors, Executive Management Team, and external stakeholders. - Support clear, timely, and accurate communication between the Office of the CEO, Council, and the community. - Coordinate internal CEO communications, including staff updates, intranet messages, and cultural initiatives. - Assist with building trusted relationships with government agencies, industry partners, and community leaders. - Identify emerging risks, opportunities, and issues, and communicate these promptly to the CEO. 5. Systems, Processes, and Continuous Improvement - Develop and maintain efficient systems and Standard Operating Procedures (SOPs) for the Office of the CEO. - Ensure the accuracy and integrity of governance and executive information within systems such as SynergySoft, Diligent Boards, or Objective ECM. - Manage procurement, purchasing, and credit card reconciliation for the CEO’s office in accordance with the Shire’s financial policies. - Support executive recruitment, onboarding, and knowledge transfer processes. - Drive innovation by identifying and implementing system improvements that enhance transparency and accountability. 6. Events, Travel, and Representation - Coordinate the CEO’s and Council’s travel, itineraries, accommodation, and event attendance. - Organise corporate functions, civic events, community receptions, leadership workshops, and staff celebrations. - Support CEO and President representation at community and regional events through assisting and/or preparation of speeches, briefings, and follow-up documentation. - Ensure all engagements reflect the Shire’s professionalism, hospitality, and local pride. Key Outcomes (What Success Looks Like) Governance & Compliance: Council and Committee agendas and minutes are delivered on schedule and in compliance with the Local Government Act and regulations. CEO Enablement: CEO time is effectively prioritised toward leadership, strategy, and community outcomes. Council Relations: Council correspondence, resolutions, and information requests are handled promptly and professionally. Communication: Internal and external communication from the CEO’s Office is timely, accurate, and professional. Systems & Processes: Executive and governance systems are efficient, transparent, and continuously improved. Culture & Values: The Shire’s CARECHIP values are actively demonstrated, contributing to a positive organisational culture. Work, Health & Safety Responsibilities - Fully understand their WHS responsibilities, relevant legislation, policy, guidelines and standards; and regularly update their knowledge. - Proactively recognise and identify hazards, investigate accidents and near misses, implement controls and prevention programmes, provide and maintain workplaces, plant and systems of work that do not expose employees to hazards. Ensure safe work practices and procedures are documented, understood, implemented and are being followed by employees. - Ensure that Safety & Health Representatives reporting to them are able to carry out their legislated functions. - Provide and enforce the use of adequate protective clothing and equipment, where it is not practicable to avoid the presence of hazards in the workplace. - Ensure safe use, cleaning and maintenance, transportation and disposal of substances and plant used in the workplace. - Attend the WHS Committee meeting either as a member or rostered as an invited guest. - Lead a continuous improvement culture of safety where best practice initiatives are entrenched in daily business activities. Extent of Authority - Operates under limited direction within established policies and procedures. - Exercises discretion and initiative in managing sensitive matters and prioritising workloads. - Authorised to liaise with Councillors, staff, and external stakeholders on behalf of the CEO. - May provide direction to administrative support staff and coordinate contractors as required. Essential Criteria - Proven experience providing high-level executive and governance support to a CEO, executive, or elected body. - Strong understanding of confidentiality, discretion, and political sensitivity in an executive environment. - Advanced written and verbal communication skills with exceptional attention to detail. - Excellent organisational and time-management skills with the ability to manage competing priorities. - Demonstrated ability to build trusted relationships and engage confidently with senior stakeholders. - High level of digital literacy, with proficiency in Microsoft 365 and electronic document management systems (e.g., SynergySoft preferred). Desirable Criteria - Sound understanding of the Local Government Act 1995, associated regulations, and meeting procedures. - Experience working with Councillors or Boards in a regional or complex environment. - Knowledge of governance compliance frameworks including registers, disclosures, and FOI. - Local knowledge and genuine connection to the Carnarvon community and region. Values & Behaviours - Courage – Lead with integrity and confidence, even when it’s challenging. - Authenticity – Communicate openly, honestly, and respectfully. - Respect – Value diversity, inclusion, and the dignity of every person. - Excellence – Strive for quality and accountability in every action. - Cohesion – Collaborate and work as one team. - Humility – Listen, learn, and lead with empathy. - Inclusion – Ensure all voices are heard and valued. - Passion – Bring energy, purpose, and pride to your work. Pre-employment Screening Required for this role - National Police Clearance – less than 6 months old. - Pre-employment Medical Screening. - Alcohol and Other Drug Screening. Remuneration and Benefits The successful applicant will join the Office of the Chief Executive Officer with a starting salary from $96,225.97 - $100,372.20 per annum, plus allowances (if eligible) and superannuation (pro-rata for part-time) depending on skills, experience and qualifications. Other cash benefits include but not limited to: - $1,201.11 p/a District Allowance* (pro-rata for part-time). - $6,123.30 p/a Housing Allowance* (pro-rata for part-time). - $1,619.19 p/a Annual Leave Loading 17.5% (pro-rata for part-time). - $12,426.05 p/a Superannuation (Statutory) (pro-rata for part-time). - $2,071.01 p/a Superannuation additional 2% (Optional, subject to employee salary sacrifice)* (pro-rata for part-time). - $5,000.00 Retention bonus upon completion of 3 years of service* (pro-rata for part-time). - $440.00 p/a Annual Leave Travel Assistance. Leave entitlements* - 5 weeks Annual leave. - 2 Local Government Public Holidays. - 10 days of paid Personal Leave. - 10 days of paid Pandemic Leave. - 38 hours of paid Volunteer Emergency Services Leave. Additional Allowances and Subsidies as per Attraction and Retention Policy* - Salary Sacrificing for a range of benefits. - Local Club Membership Subsidies. - Gym Membership Subsidy. - Annual Pass for Aquatic Centre. *Subject to Corporate Policy It is not the intention of the position description to limit the scope or accountabilities of the position but to highlight the most important aspects of the position. The aspects mentioned above may be altered in accordance with the changing requirements of the role. A copy of the position description can be obtained by following this link: 15PD. EXECUTIVE ASSISTANT TO THE CEO For further information about the role please telephone People and Culture Services on (08) 9941 0000 or email hr@carnarvon.wa.gov.au To apply for the position, please submit your application by following the prompts below and clicking on "Submit Application". Please ensure you provide an up-to-date Resume and a Cover Letter that addresses the Essential and Desirable Criteria. Applications close 4pm Friday 24 October 2025. Apply For This Job If you would like to apply for this position, please fill in the information below and submit it to us for consideration. #J-18808-Ljbffr