Executive Assistant

Position Title: Executive Support & Administration Assistant
Position Type: Full Time
Reports To: CEO

Position Purpose

The Executive Support & Administration Assistant provides high-level administrative and operational support to the President, CEO, and Executive Team, ensuring the smooth functioning of the executive office. This role requires exceptional organisational and time management skills, discretion, and the ability to manage multiple priorities in a fast-paced environment. The Executive Support and Administration Assistant acts as a key point of contact between the President, CEO and Executive Team and internal/external stakeholders, ensuring efficient communication and coordination of key initiatives.

Key Responsibilities

Board Meetings

- Arrange for and give notice of all Board of Director meetings.

- Support the President, CEO and Executive Team in the preparation and organisation of board and committee papers for Board Meetings, preparation of Board minutes and implementation of actions that arise from the meetings and papers.

- Support the CEO and Company Secretary in maintaining necessary records relating to the Board.

- Prepare all minutes, agendas, notices, proxies, waivers of notice and associated correspondence for Board Meetings.

- Prepare schedule of board and board committee meeting dates.

Executive Support

- Respond to or redirect enquiries for the President, CEO and Executive Team.

- Perform executive support services.

- Arrange and attend Board and Executive Council meetings and oversee the preparation of documents for the meetings.

- Assist with the organisation of meetings and preparation of correspondence and documentation.

Executive Administration

- Manage administration and correspondence relevant to the President, CEO, and the Executive Team.

- Monitor workflow/communication between the CEO, President, Board and Executive Team.

- Provide executive support in the collation of information, drafting letters, proofreading, and preparing presentations and communications.

- Manage calendars for the President, CEO and Executive Team.

- Sort and file incoming email and mail and prepare and send outgoing letters and reports.

- Assist the President and CEO in expense management.

- Complete filing and document collation.

- Ensure the confidentiality of sensitive matters.

- Track, sort and distribute correspondence for the President and CEO.

- Track and follow up phone calls to be returned by the President and CEO.

- Greet Association visitors and organise catering for meetings.

- Make travel bookings, schedule meetings, and manage other arrangements as required for the CEO, President, and Executive Team.

- Coordinate meeting arrangements (venues, catering, etc.).

- Finishing, printing, and despatch of correspondence and documentation.

- Arrange for and give notice of all Executive Team meetings.

- Support the President and CEO in preparation for Executive Council Meetings, preparation of minutes and compliance with follow-on work from the Executive Council meetings.

- Prepare all minutes, agendas, notices, and collate motions (including the distribution of their outcomes) for Executive Council meetings.

Annual Conference

- Support the CEO and Company Secretary in the creation and distribution of the AGM circulars.

- Collate the motions for Annual Conference.

- Coordinate development of compendium for Annual Conference.

- Manage the minutes for the AGMs and Annual Conference including the distribution of motion outcomes.

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