Key ResponsibilitiesDraft general correspondence as directed by the State President and the State Executive board.Sort, respond and file emails and correspondence and/or direct to relevant staff or board member.Respond to telephone queries, and consult with members, partners, sponsors as required.Be the point of contact for all official Association correspondence.Maintain a registered office and notify Australian Charities and Not-for-profit Commission (ACNC) of any change.Lodge Annual Information Statements (including financial reports) with ACNC.Manage Board processes by assisting the State President in preparing agendas, and supply information for: State Conference / Association Annual General Meeting / State Executive Board Meetings (approximately 6 per year) / Council Meetings (3 per year).Produce the Minutes for the State Conference, Association Annual General Meeting, Board and Council meetings and distribute when endorsed by the board.Attend State Conference for duration and includes Pre/Post Conference Council Meetings.Prepare board and council minutes, including all reports, for archival binding.Maintain the contact list for board members, State Committee Chairs and Convenors, Division Presidents and their management team, Branch Presidents, and their management team.Coordinate the Association's annual calendar of events and issue reminder notices.Assist the State President in preparing the Annual General Report Book.Maintain confidentiality.Update the website in terms of content, forms, and important documents.Greet and direct members and visitors.ExperienceWorking with a Not-for-profit organisation is ideal.Working in small teams and with volunteers is advantageous.Advanced level of computer skills in MS Office, particularly Word, Outlook, Excel, as well as document management and storage systems such as SharePoint.Self-directed, motivated, and flexible.Ability to relate to a broad cross section of people and build and actively maintain working relationships.Ability to define tasks, set priorities and coordinate activities to meet competing deadlines.Understanding of and commitment to the use of continuous quality improvement approaches.Excellent written and verbal communication skills including maturity, patience, tact, information dissemination, presentation, and reporting.Travel opportunities and be flexible with hours.
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