Executive Assistant

1 week ago

Brisbane, Australia Hudson Australia Full time

Are you looking for your next 12 month contract role as an Executive Assistant providing secretariat support to board and committee meetings?

**The Opportunity**

This organisation is seeking an Executive Assistant, providing high-level board support and company secretarial assistance. You'll play a key role in ensuring that all Board and Committee activities run smoothly, from managing invites, action items, and agendas, to coordinating meeting logistics and facilitating post-meeting tasks.

Your responsibilities will include:

- **Company Secretarial Support**:

- Managing Board and Committee invites, action items, and forward planners.
- Drafting agendas, minutes templates, and reports for Board and Committee meetings.
- Coordinating and distributing Board and Committee packs using Diligent.
- Completing post-meeting tasks, such as updating registers and records.
- **Meeting Logistics**:

- Assisting the Board Executive Liaison with scheduling and organising meetings.
- Providing day-of support to ensure all meeting logistics are in place.
- Coordinating travel, calendar bookings, and accommodation for Board members.
- Processing expenses and handling credit card reconciliations promptly.
- **Administrative Support**:

- Managing diaries, including scheduling for the Head of Company Secretariat.
- Coordinating Director and Committee Advisor inductions and training sessions.
- Maintaining statutory records and submitting ASIC lodgments.
- Ensuring up-to-date content on the website and intranet for the Company Secretariat.
- **Compliance and Documentation**:

- Assisting with Fit and Proper Assessments and maintaining related records.
- Facilitating document execution processes (e.g., via DocuSign).
- Responding promptly to auditor, regulatory, and other information requests.
- Maintaining and updating procedures, checklists, and registers.

**About You**

You'll bring a solid foundation in executive support, especially in board and committee coordination. Your administration skills will allow you to stay organised and meet the dynamic needs of the Company Secretariat team.
- 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.

If you're ready to make a difference by supporting a dedicated and professional team, we'd love to hear from you.

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