Administration Officer – Company Secretarial Services

CB-Virtual Solutions; Melbourne; Remote; AUD 55,000 - 65,000; Full time

Benefits offered by this job

Remote working

Job summary

CB-Virtual Solutions (CBVS) is seeking an Administration Officer for Company Secretarial Services, offering remote work and a permanent role either full-time (37.5 hours) or part-time (30 hours). You will help prepare documents, coordinate meetings and maintain orderly records to support boards and committees.

As a junior administrator, you’ll learn the fundamentals of company secretarial and governance support, with guidance from experienced colleagues and opportunities to grow within the team.

Qualifications

• Some experience in administration or a similar support role.
• Good written and verbal communication.
• Careful attention to detail and a habit of checking your work.
• Confidence using Microsoft Word, email and digital filing systems.
• The ability to organise tasks and keep track of deadlines.
• A professional approach to confidential information.
• The ability to work reliably from home while staying connected with your team.
• A qualification in business administration or a related discipline—or equivalent practical experience—would be welcomed.

Responsibilities

• Document preparation: formatting and assembling agendas, minutes, board papers and other documents using established templates.
• Meeting coordination: scheduling, invitations, meeting arrangements and distribution of papers.
• Records and filing: keeping digital files, client information and governance documentation accurate and organised.
• Quality checks: checking formatting, completeness and details, and correcting or flagging errors.
• Team support: assisting with administrative tasks and helping colleagues meet client deadlines.
• Communication: responding professionally to requests and following through on agreed actions.
• Process improvement: suggesting practical ways to make everyday administration more efficient.

Skills

Administration experience

Written & verbal communication

Attention to detail

Organising tasks & deadlines

Confidential information handling

Remote work capability

Willingness to learn

Education

Business administration qualification or equivalent

Tools

Microsoft Word

Email & digital filing systems

Job description

Administration Officer – Company Secretarial Services

Organised documents. Details checked. A team that can count on you.

Work remotely | Permanent full-time or part-time (30 hours) | $55,000–$65,000 plus super (pro rata for part-time)

A document neatly formatted. The right papers sent to the right people. A meeting scheduled and the records filed where everyone can find them.

Small details make a big difference when you’re supporting the work of boards and committees.

At CB‑Virtual Solutions (CBVS), we’re looking for an Administration Officer – Company Secretarial Services to help our team keep those details in order.

This is a junior administration role with the opportunity to learn about company secretarial and board support services. You’ll bring organisation, care and a willingness to learn. We’ll help you understand the work behind it.

About CBVS

CBVS provides outsourced company secretarial, governance, financial operations and board support services. We work alongside boards and management teams to help them meet their obligations, make informed decisions and keep their organisations running well.

We now support 10% of Bendigo Bank community bank boards. These are locally owned companies that operate community bank branches under franchise arrangements with Bendigo Bank and support local community initiatives through their profits.

We’re proud of the relationships we’ve built in this sector. We’re also expanding our services into not-for-profit organisations, registered clubs and private schools.

Our approach combines experienced people with practical systems and technology. We care about accuracy, clear communication and being people our clients can rely on.

The opportunity

Reporting to our Practice Lead – Company Secretarial Services, you’ll provide administrative support to the colleagues delivering our client services.

You’ll help prepare documents, coordinate meetings and maintain organised records. You’ll follow established templates and processes, check your work and keep colleagues informed as tasks progress.

Your responsibilities will include:

• Document preparation: formatting and assembling agendas, minutes, board papers and other documents using established templates.

• Meeting coordination: helping with scheduling, invitations, meeting arrangements and distribution of papers.

• Records and filing: keeping digital files, client information and governance documentation accurate and organised.

• Quality checks: checking formatting, completeness and details, and correcting or flagging errors.

• Team support: assisting with administrative tasks and helping colleagues meet client deadlines.

• Communication: responding professionally to requests and following through on agreed actions.

• Process improvement: suggesting practical ways to make everyday administration more efficient.

You’ll work with guidance from experienced colleagues as you build your knowledge and confidence.

About you

You’re organized, comfortable working with documents and someone who follows through on what they’ve agreed to do.

You notice when something is missing or doesn’t look right. You’re happy to ask questions, take feedback and learn a new way of doing things.

We’re looking for:

• Some experience in administration or a similar support role.

• Good written and verbal communication.

• Careful attention to detail and a habit of checking your work.

• Confidence using Microsoft Word, email and digital filing systems.

• The ability to organise tasks and keep track of deadlines.

• A professional approach to confidential information.

• The ability to work reliably from home while staying connected with your team.

A qualification in business administration or a related discipline—or equivalent practical experience—would be welcomed.

You don’t need previous company secretarial or community bank experience. We’re interested in your administration skills, reliability and willingness to learn.

What you can expect

• Employment arrangements: Permanent full-time (37.5 hours per week) or part-time (30 hours per week), by agreement.

• Remuneration: $55,000–$65,000 per annum plus superannuation, depending on experience, pro rata for part-time.

• Remote working.

• Guidance, feedback and support from experienced colleagues.

• Practical experience in professional services, governance administration and board support.

• The opportunity to build your skills as CBVS grows.

• Preferred commencement: Immediately or within the next four weeks, by agreement.