Executive Assistant to the CEO

The Space Industry Association of Australia (SIAA) is seeking an exceptional candidate to join our team as Executive Assistant to the CEO &

Operations Manager (with potential for the right candidate to also assume or grow into Company Secretarial and/or Chief of Staff functions).

This is a pivotal role at the heart of the Association to ensure it can move quickly, seamlessly and effectively with the most positive organisational culture. This is a unique role for the right candidate with the opportunity to play a key role in an exciting and fast-moving organisation in one of the most innovative, exciting and technology-driven industries on the planet.

For the right candidate, this role can include/grow to include either Company Secretarial (currently outsourced) and/or Chief of Staff (ie with a potential to assume a deeper role for organisational strategy and performance).

The EA to the CEO/Operations Manager, is responsible for a wide range of proactive, efficient, and confidential executive and administrative duties. These include complex diary management, travel arrangements, Finance/expense management, HR coordination and engagement, board secretariat/admin, documentation preparation, and stakeholder engagement. The role prioritises conflicting needs, trouble-shoots and negotiates solutions, and ensures deadlines are met, acting as the first point of contact for internal and external stakeholders on behalf of the CEO and Chair.

This is a full time role based in Sydney but with flexibility to work 2-3 days a week from home.

KEY RESPONSIBILITIES

Execute all of the tasks and responsibilities assigned by SIAA from time to time in its sole

discretion, including but not limited to the following tasks and responsibilities:

1. Executive, Administrative and Event Support

• Manage complex calendars, meetings, travel, and correspondence for the CEO and Chair (and support the broader SIAA Team & occasionally Board).
• Anticipate needs and seamless manage logistics and negotiation to ensure the CEO and office run smoothly and the CEO is well-prepared for meetings and events.
• Handle sensitive and confidential information with discretion and sound judgment.
• Maintain efficient office systems and administrative workflows for the Executive Office.
• Coordinate executive and Board events, conferences, official functions and stakeholder engagements.
• Support the planning and delivery of key industry events such as the Southern Space annual conference, Parliamentary Friends of Space, Membership Round tables and any other national space initiatives.

2. Strategic and Operational Coordination

• Support the implementation of strategic initiatives and projects aligned with SIAA's goals.
• Track and follow up on key actions and priorities across the organisation.
• Facilitate communication and coordination between the CEO, executive team, Board, and members.

3. Board Secretariat and Governance Support

• (Depending on the candidate, Company Secretarial functions could be included within the role or outsourced, but the Board Secretariat functions below will be required regardless)
• Coordinate Board and committee meetings, including scheduling, agendas, papers, minutes, and follow-up actions.
• Liaise with the Board of Directors to ensure timely communication and documentation.
• Support adherence to SIAA's Constitution and governance framework.
• Assist with development, implementation, communication and maintenance of compliance policies, processes and procedures
• Logistical support for annual general meetings
• Active participation in risk management and corporate responsibility matters
• Manage company insurance portfolio including procurement of D&O insurance

(If Company Secretarial included in the role:

• Run Board and Committee meetings in line with high governance standards including preparation of minutes and actions.
• Maintain accurate governance records, registers, and compliance documentation.
• Maintain a registered office, and to notify ASIC of any change in address within 28 days
• Notify ASIC of changes to the member register annually
• Lodge notices with ASIC regarding personal details of directors and secretaries
• Lodge financial reports with ASIC.)

4. Stakeholder and Relationship Management

• Act as the primary point of contact for the Office of the CEO and Chairman.
• Build and maintain positive relationships with staff, members, government agencies, industry partners, and stakeholders.
• Represent the CEO and Chairman professionally in communications and meetings.
• Support member engagement and industry outreach activities.

5. Office Leadership /culture

• Promote SIAA's values of integrity, collaboration, and excellence across all interactions.
• Develop organisational procedures and systems for office personnel, including filing, invoicing, accounts payable, payroll and scheduling
• Establish positive team culture and excellent communication through active communication and problem-solving efforts
• Manage office supplies, equipment and facilities
• Property management engagement and negotiation of rental abatements and increases.

6. Finance portfolio support

• Work seamless with the oursourced financial manager to manage finance admin across transactions with members and service providers
• Process invoices, record payments, and track expenses of the organisation
• Cross-check invoices with payments and expenses to ensure accuracy
• Manage Xero accounting system to track and record transaction data
• Oversee the company's financial data and compliance by maintaining accurate books on accounts payable and receivable
• Reconcile bank statements and credit cards monthly
• Provide administrative support during budget preparation
• Participate in internal and external audits, and resolve audit findings with management accountant
• Adhere to the company's financial policies and procedures

7. People and Culture portfolio support

• Proactively and empathetically monitor and drive HR related communication and initiatives and team culture
• Act as a single point of contact for staff, Board and the outsourced HR services provider in relation to HR matters
• Supervise payroll to ensure payments and benefits are processed correctly
• Induct and assist new employees to learn and adapt to SIAA operations and expectations
• Oversee human resources budget and resource allocation within the company
• Organise team gatherings and annual community events
• Liaise and strategise with the company executive on yearly performance goals
• Ensure the company complies with national and state employment laws
• Procure relevant training for managers/staff and provide feedback, guidance and escalate any recommendations to the CEO.

Such other duties which fall within the Employee's skills and expertise which arise from time

to time and are necessary for the administration of the Employer's business

REQUIREMENTS

·     Business/Administration Qualification at Diploma level or above

·     Preference for AICD or Governance Institute Company Secretary qualifications (maintaining the relevant CPD requirements for validation and proficiency)

·     Right to work in Australia and National Police Check required.

EXPERIENCE

·      Minimum 5years experience as an Executive Assistant (C-suite preferred)

·      Experience using Microsoft Office and other IT based systems at a proficient level

·      Experience working in a fast-paced complex environment

·      Practical experience with Board Secretariat/HR/Finance functions

COMPETENCIES

Role Competencies

Essential:

• Demonstrated experience supporting a CEO, Board, or senior executive within a complex, membership-based, or advocacy organisation.
• Business/Administration Qualification at Diploma level or above
• Exceptional organisational and communication skills, with the ability to manage multiple priorities and deadlines with grace, professionalism and discretion.
• Strong interpersonal skills and professionalism when engaging with a wide range of senior and junior stakeholders.
• High level of empathy, discretion, confidentiality, and emotional intelligence.
• Advanced proficiency in Microsoft Office Suite, Xero and document management systems.
• Knowledge of basic bookkeeping and financial transactions and mathematical proficiency
• Strong organisational skills and attention to detail
• Agility to adapt to change

Desirable:

• Experience within an industry association, government agency, or not-for-profit sector.
• Familiarity with the Australian space industry or science and technology sectors.

·      Mental Health First Aid qualification desirable

Personal Attributes

• Professional, composed, and confident in engaging with senior stakeholders as well as operational staff.
• Proactive and solutions-oriented, with strong initiative and judgment.
• Collaborative and adaptable, with experience working in a dynamic and evolving environment.
• Empathy and compassion to establish a rapport as a trusted resource. Establish a comfortable environment that makes executive and team members feel safe and valued.
• Passionate about supporting the growth and advancement of Australia's space industry.
• Excellent discretion and judgement.