Executive Assistant

2 weeks ago

Brisbane City, Australia Flexhive 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.

Reference number: BBBH241711
Profession:Administration & Office SupportPA, EA & Secretarial

Administration & Office SupportAdministrative Assistants

Administration & Office SupportOffice Management

Company: Hudson Australia
Date posted: 15th Nov, 2024

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