Buscojobs | Board Secretary & Executive Assistant

PA, EA & Secretarial (Administration & Office Support)
Full time
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Are 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.

Summary
The 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 & Experience
Relevant qualification in business administration and / or equivalent high-level executive, secretariat, administrative, and related support services experience A minimum of 5 years of previous experience working in a similar role within the Govt or Public environment is desirable but not essential Previous 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 time Experience planning and executing events, including logistical arrangements and budget management.
Software & Systems Experience
Intermediate 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 system Familiarity with virtual meeting platforms and document management systems to help seamless communication and efficient document handling.
Team
Work as part of the Executive team, within the CEO's office, and provide support to the Chief Executive Officer as reasonably required Strong 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 respect Working 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 effectively Ability to work in a cross-cultural team environment and provide peer support to other team members.
Digital
Developing competency in the ethical use of AI technologies where appropriate and approved by the CEO.
Key Duties and Responsibilities Include but are Not Limited To
Administrative and Executive Support Provide comprehensive administrative support, managing calendars, scheduling meetings, and handling travel arrangements for the Board of Management, Chairperson, and the CEO Proactively organise the Board Chairperson's and CEO's office calendar, including managing diaries, planning regular meetings, and preparing supporting documents Take and transcribe dictation, prepare and review confidential correspondence, reports, presentations, and other complex documents Provide confidential secretarial and executive support to the Chairperson and CEO, facilitating Executive Management Team matters as required.
Meeting Coordination and Documentation Schedule, organise, and facilitate Board of Management and subcommittee meetings, prepare meeting agendas, papers, and minutes, and track action items Manage 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 Management Manage incoming and outgoing communications for the Board Chairperson, ensuring prompt and effective responses Control communication internally and externally for the Chief Executive Officer Engage / 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-Keeping Function as custodian of business documents and records, including efficient systems for document management and retrieval Maintain 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 Assistance Assist the Board of Management, Board Chairperson, and Chief Executive Officer with strategic organisational matters Assist the Executive Management Team with developing and implementing improvements and internal processes.
Event Planning and Coordination Event management includes Board of Management and Executive Management Team meetings in various locations, stakeholder functions, excursions, internal events, ceremonies, etc.
Compliance and Governance Ensure adherence to legal and regulatory requirements related to Board of Management operations Monitor and report on governance best practices and organisational policies; help prepare compliance documents and governance policies Prepare Quarterly and Annual Ministerial Reports.
Relationship Management and Liaison Liaise and help the Board Chairperson and Board of Management Members participate in Board Member duties, including arranging travel and accommodation Maintain strong relationships with key stakeholders, both internal and external.
Manage all Board of Management and Chief Executive Officer expenses within agreed budgets Manage Chief Executive Officer expenses and credit card.
Other Responsibilities Work as an active team member and contribute to building a positive, cross-culturally capable team spirit Other reasonable duties as requested by Chief Executive Officer.
Ability to manage many responsibilities, prioritising effectively, meeting deadlines efficiently, and showing strong time management skills Excellent 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 skills Strong analytical and critical thinking skills and the ability to find and resolve issues promptly Business acumen to understand the implications of decisions and align work with the organisation's strategic plan Competence in managing and tracking multiple projects and initiatives, ensuring prompt and efficient completion while coordinating effectively with various parties, and supporting clear communication and collaboration Dependability 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 procedures Awareness 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 CEQ Preparation of meeting materials, organisational presentations, reports and documents Strong 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 commitments Willingness 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.
Annual Performance Partnership
CEQ team members will complete an Annual Performance Partnership (APP), which is a structured performance and professional development discussion which relates to KPI's aligned with the Strategic Priorities of the business and the CEQ values.

The overall result of the APP is also based on how well team members have aligned with the CEQ Values, and achieving their professional goals set for the year.

Your application will include the following questions :
Which of the following statements best describes your right to work in Australia?
How many years' experience do you have as an executive assistant?
Which of the following Microsoft Office products are you experienced with?
How many years' experience do you have in event management?
How many years of project management experience do you have?
Do you have a current Police Check (National Police Certificate) for employment?
Have you completed a qualification in business administration?
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