High-Level Support Specialist
6 days ago
The Company Secretariat team at Flexhive is seeking a highly skilled Executive Assistant to provide support to our board and committee meetings. This 12-month contract role offers the opportunity to work with a dedicated and professional team, ensuring that all activities run smoothly.
Job Overview
This Executive Assistant will play a key role in providing high-level board support and company secretarial assistance. The successful candidate will have a solid foundation in executive support, particularly in board and committee coordination, and excellent administration skills to stay organised and meet the dynamic needs of the team.
About the Role
- Company Secretarial Support:
- Manage Board and Committee invites, action items, and forward planners.
- Draft agendas, minutes templates, and reports for Board and Committee meetings.
- Coordinate and distribute Board and Committee packs using Diligent.
- Complete post-meeting tasks, such as updating registers and records.
- Meeting Logistics:
- Assist the Board Executive Liaison with scheduling and organising meetings.
- Provide day-of support to ensure all meeting logistics are in place.
- Coordinate travel, calendar bookings, and accommodation for Board members.
- Process expenses and handle credit card reconciliations promptly.
- Administrative Support:
- Manage diaries, including scheduling for the Head of Company Secretariat.
- Coordinate Director and Committee Advisor inductions and training sessions.
- Maintain statutory records and submit ASIC lodgments.
- Ensure up-to-date content on the website and intranet for the Company Secretariat.
- Compliance and Documentation:
- Assist with Fit and Proper Assessments and maintain related records.
- Facilitate document execution processes (e.g., via DocuSign).
- Respond promptly to auditor, regulatory, and other information requests.
- Maintain and update procedures, checklists, and registers.
Your Skills and Qualifications
- You have proven experience as an Executive Assistant or in a similar role supporting Boards and Committees.
- Your understanding of corporate governance and company secretarial duties is robust.
- You are proficient with board management software (e.g., Diligent) and document execution tools (e.g., DocuSign).
- Your organisational and time-management skills are excellent, and you have a keen eye for detail.
- You possess exceptional written and verbal communication skills.
- You're able to handle sensitive information with the utmost confidentiality.
- Your Microsoft Office skills (Word, Excel, PowerPoint, Outlook) are strong.
- You're familiar with ASIC lodgments and maintaining statutory records (highly desirable).
- You take a proactive approach to problem-solving and are skilled in decision-making.
What We Offer
A competitive salary of $80,000 - $100,000 per annum, plus additional benefits, making this an attractive opportunity for experienced professionals looking to take their career to the next level.
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