Executive Assistant and Business OperationsPOSITION DESCRIPTIONJob Title: Executive Assistant and Business OperationsReports To: Chief Executive OfficerOrganisation Background:Want to play a central role in a small, dynamic team with a big impact across one of the most beautiful and diverse locations in the world – Far North Queensland?Based in Cairns and serving the region, Advance Cairns is a member organisation focused on advocacy which attracts public and private sector investment to FNQ. We work across sectors and across politics to achieve a positive outcome.If you are highly organised, flexible and like working in fast-paced team – if you are focused on solving problems and are motivated by making a difference and serving a member organisation, then this is the role for you.This role as Executive Assistant/Business Officer is the glue that binds the small executive team with a large member base. It calls for a strong understanding of corporate governance, of client service, and calls for the ability to support a busy CEO do what needs to be done to deliver results for members.Job Purpose:Provide executive support and assistance to the Chief Executive Officer.In this role you will be across all elements of the business.You will also be responsible for the administrative and governance functions of Advance Cairns business operations and delivery of high-level governance and systems, processes and policies that enables efficient and professional service delivery by the Advance Cairns staff and Board members.Administratively manage the Advance Cairns operational programmes to ensure delivery of Key Performance Indicators.Provide administrative support to the Company Secretary delivering on the governance standards set by the Board from time to time.Specific Responsibilities:Provide executive support and assistance to a busy CEO.Provide operational support to Board and sub-committee as directed by the CEO.Manage the organisation's data systems, reporting processes, governance and regulatory requirements with ASIC.Manage financial operations including assisting the external book keeper with accounts payable, budget preparation and reporting.Organise Board and sub-committee meetings including agenda, Board papers and minutes.Manage logistics of member events and any other event-related details and assist with member communication and engagement alongside Marketing Manager.Manage operations of the office including answering phones, ordering consumables, managing leases and subleases, maintaining and organising corporate knowledge management systems including files and documents.Assistance with HR support including managing recruitment and onboarding of team members.Skills & Experience:This is a fast-paced environment playing a key role in a small team and calls for agility, flexibility, initiative, resourcefulness - and a sense of humour.Requirement for a broad skill base, a high level of technical capability, problem solving ability, high degree of professionalism and excellent interpersonal and relationship-building skills.Significant experience as an executive assistant supporting a busy CEO or Senior Manager with a high profile external-facing role and a demanding calendar which includes travel.Significant knowledge and experience of organisational governance, particularly around board matters and operations would be an advantage.Ability to set high standards for your own performance and behaviour in order to provide internal leadership by example.Present a professional and corporate image of Advance Cairns to members, and be able to engage with customers/clients, stakeholders and staff.Be highly organised with an ability to identify areas for operational efficiency and effectiveness.Ability to effectively operate in a small high performance team environment and be able to multi-task and undertake different duties when required.A sense of pride and commitment to delivering outcomes, and a strong understanding of the importance of serving our members in achieving results for the region.A developed understanding of corporate policies, procedures and external legal and regulatory requirements across all operational areas.A good understanding of the political environment and key stakeholders at State and Federal level would be an advantage.Qualifications:A demonstrated level of administration and support experience in a fast-paced environment.Quality customer/member service & stakeholder engagement expertise.Advanced computer literacy skills (Microsoft Office, Outlook, Word, Excel, Power Point as well as Xero).Excellent written and oral communication skills with high attention to detail.Ability to handle sensitive and confidential information appropriately and exercise discretion.Ability to build effective internal and external relationships and to be a trusted member of a small team.Excellent time management and organisational skills to meet expected outcomes.Ability to identify and proactively act on issues, problems and opportunities and be solutions driven with a positive attitude.Drivers licence.
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