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Executive Assistant

1 month ago

Brisbane City, Australia Flexhive Full time

This organisation is seeking a Executive Assistant to provide exceptional administrative support to our Boards and Committees. The ideal candidate will be experienced in handling a wide range of executive support tasks and will be able to work independently with little or no supervision.

The Opportunity

Join our team as 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.

Reference number: BBBH241753
Profession:Administration & Office SupportPA, EA & Secretarial

Policy & ProgramScribing

Administration & Office SupportAdministrative Assistants

Company: Hudson Australia
Date posted: 20th Nov, 2024