Board Secretary & Executive Assistant

Direct message the job poster from Community Enterprise QueenslandAre you ready to embark on a career journey that offers professional growth working with Aboriginal and Torres Strait Islander peoples in remote communities and related networks and delivers a meaningful impact?
Community Enterprise Queensland (CEQ) seeks a dedicated individual to fill the pivotal roles of Secretary to the Board of Management and Executive Assistant to the Chairperson and CEO.As a critical team member, you will be at the heart of our services function in the Torres Strait, Northern Peninsula Area, and remote Aboriginal communities.
Operating in 31 retail stores across remote locations, CEQ ensures access to quality fresh food, groceries, and essential services like fuel, gas, and ATM facilities.
Your role will be based in the busy and culturally diverse Cairns Support Office, with occasional travel to other locations, often involving small air and watercraft and unique experiences in Country.In fulfilling and excelling in this role, you'll demonstrate a unique blend of knowledge, experience, and personal attributes.
Your responsibilities will highlight dynamism and diversity.
Your organisational and time management skills will be exemplified.
Your strong written and oral communication skills will shine while maintaining confidentiality and professionalism.
Moreover, your technological ability, problem-solving abilities, and project management skills will directly support the organisation's strategic plan for its service function and ensure compliance with legal and regulatory requirements.
Significantly, your role will show you building positive, cross-culturally capable team spirit, aligning with CEQ's commitment to supportive and inclusive work environments in our locations with our 500+ team.
Further, we will support your development aspirations.It really needs you to be enthusiastic about making a difference and ready to take on a challenging and rewarding role that aligns with your values (ours is "caring, every day, always") and aspirations.
If so, we invite you to join us at Community Enterprise Queensland.
To take this step in your exciting career journey, apply for this role.SummaryThe Board Secretary & Executive Assistant is responsible for providing high-quality secretarial and administration support to the CEQ Board of Management, the Board Chairperson, and the Chief Executive Officer to support our governance, compliance, and strategic objectives.Partnering with a cross-cultural, geographically dispersed team from Cairns to Cape York Peninsula, Gulf of Carpentaria, North Queensland and the Torres Strait Islands, the Board Secretary & Executive Assistant will work in alignment with the CEQ vision and values and play an integral role in ensuring the ongoing success and reputation of CEQ as an employer of choice.Qualifications & ExperienceRelevant qualification in business administration and/or equivalent high-level executive, secretariat, administrative, and related support services experienceA minimum of 5 years of previous experience working in a similar role within the Govt or Public environment is desirable but not essentialPrevious experience working in a large and complex business desirable, but not essential.Experience in planning, organising, scheduling, and document preparation, ensuring administrative tasks are completed correctly and on timeExperience planning and executing events, including logistical arrangements and budget management.Software & Systems ExperienceIntermediate to advanced level of competency using the Microsoft Office Suite (Word, Excel, PowerPoint, Teams)The role requires a prominent ability to use office software such as Microsoft Office Suite and the Convene Board of Management systemFamiliarity with virtual meeting platforms and document management systems to help seamless communication and efficient document handling.TeamWork as part of the Executive team, within the CEO's office, and provide support to the Chief Executive Officer as reasonably requiredStrong relationship-building skills are essential for effective interaction with the Board of Management members, the Executive Management Team, and culturally diverse other stakeholders while supporting professionalism, integrity, and respectWorking collaboratively as part of a team, consistently treating people with respect, and keeping commitments are essential for success in this role.
Strong customer service skills are also crucial, ensuring prompt responses to cross-cultural customer needs and meeting commitments effectivelyAbility to work in a cross-cultural team environment and provide peer support to other team members.DigitalDeveloping competency in the ethical use of AI technologies where appropriate and approved by the CEO.Key Duties and ResponsibilitiesAdministrative and executive supportProvide comprehensive administrative support, managing calendars, scheduling meetings, and handling travel arrangements for the Board of Management, Chairperson, and the CEOProactively organise the Board Chairperson's and CEO's office calendar, including managing diaries, planning regular meetings, and preparing supporting documentsTake and transcribe dictation, prepare and review confidential correspondence, reports, presentations, and other complex documentsProvide confidential secretarial and executive support to the Chairperson and CEO, facilitating Executive Management Team matters as required.Meeting coordination and documentationSchedule, organise, and facilitate Board of Management and subcommittee meetings, prepare meeting agendas, papers, and minutes, and track action itemsManage the preparation of records such as agendas, notices, actions, minutes, and resolutions for corporate meetings such as the Executive Management Team and weekly Manager briefings.Communication managementManage incoming and outgoing communications for the Board Chairperson, ensuring prompt and effective responsesControl communication internally and externally for the Chief Executive OfficerEngage/watch social media to ensure the Board Chairperson, Board of Management Members, and Chief Executive Officer stay well informed of emerging issues.Documentation and record-keepingFunction as custodian of business documents and records, including efficient systems for document management and retrievalMaintain the quality and accuracy of the Convene Board of Management system and records, including managing actions, the document register, and the Board of Management meeting calendar.Project management and strategic planning assistanceAssist the Board of Management, Board Chairperson, and Chief Executive Officer with strategic organisational mattersAssist the Executive Management Team with developing and implementing improvements and internal processes.Event planning and coordinationEvent management includes Board of Management and Executive Management Team meetings in various locations, stakeholder functions, excursions, internal events, ceremonies, etc.Compliance and governanceEnsure adherence to legal and regulatory requirements related to Board of Management operationsMonitor and report on governance best practices and organisational policies; help prepare compliance documents and governance policiesPrepare Quarterly and Annual Ministerial Reports.Relationship management and liaisonLiaise and help the Board Chairperson and Board of Management Members participate in Board Member duties, including arranging travel and accommodationMaintain strong relationships with key stakeholders, both internal and external.Manage all Board of Management and Chief Executive Officer expenses within agreed budgetsManage Chief Executive Officer expenses and credit card.Other ResponsibilitiesWork as an active team member and contribute to building a positive, cross-culturally capable team spiritOther reasonable duties as requested by Chief Executive Officer.Ability to manage many responsibilities, prioritising effectively, meeting deadlines efficiently, and showing strong time management skillsExcellent written communication abilities, including the ability to draft and manage complex correspondence, reports, and presentations.
Ability to manage sensitive information with confidentiality and show high-level oral communication skillsStrong analytical and critical thinking skills and the ability to find and resolve issues promptlyBusiness acumen to understand the implications of decisions and align work with the organisation's strategic planCompetence in managing and tracking multiple projects and initiatives, ensuring prompt and efficient completion while coordinating effectively with various parties, and supporting clear communication and collaborationDependability and the ability to adapt to changing priorities and work environments are essential, as well as the flexibility to manage unexpected tasks and urgent requests efficiently.Strong understanding of governance best practices and regulatory requirements and the ability to support the organisation's compliance efforts, help prepare compliance documents, and ensure adherence to policies and proceduresAwareness of Indigenous Affairs, including familiarity with programs such as Closing the Gap, Local Thriving Communities, and other relevant State and Federal Government initiatives related to CEQPreparation of meeting materials, organisational presentations, reports and documentsStrong attention to detail crucial for projects or events of varying scales and purposes, and a sense of cost consciousness is essential to conserving organisational resources while reliably keeping commitmentsWillingness for occasional travel to other locations, likely involving small aircraft and ferries.Current Criminal History check - no more than 3 months old.Aboriginal and Torres Strait Islander Peoples are strongly encouraged to apply.Seniority levelMid-Senior levelEmployment typeFull-timeJob functionAdministrative, General Business, and Public RelationsIndustriesGovernment Administration, Hospitals and Health Care, and Retail
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