Assistant to Board and General Manager

Belong Blue Mountains Incorporated; Blaxland; Hybrid; AUD 65,000 - 75,000; Full time

Job summary

Belong Blue Mountains Incorporated in Blaxland NSW is seeking an Assistant to the Board and General Manager. You will coordinate Board meetings, prepare papers, take minutes and maintain confidential records while providing practical administrative support to the GM.

This hands-on role requires organisation, attention to detail and the ability to manage multiple tasks to deadlines. Experience in governance support for a not-for-profit is valued, with flexible work arrangements by agreement.

Qualifications

• Experience in administration, executive support or a similar coordination role.
• Experience scheduling meetings, preparing agendas and papers, and producing clear minutes.
• Experience maintaining confidential electronic records, registers and action lists.
• Strong written communication, spelling, grammar and document formatting skills.
• Good organisational skills and the ability to meet recurring deadlines and follow up agreed actions.
• Competence using Microsoft Word, Outlook, Teams and shared electronic filing systems.
• Professional judgement, discretion and respect for confidentiality.
• Ability to work independently within clear instructions and seek guidance when responsibilities or decisions are unclear.
• Commitment to Belong Blue Mountains’ values and community-focused purpose.
• Previous experience supporting a Board or General Manager in a community services or not-for-profit organisation is desirable but not essential.

Responsibilities

• Manage the annual schedule and administration of Board and relevant committee meetings in consultation with the General Manager and Board Chair.
• Organise meeting arrangements, invitations, attendance and associated administrative requirements.
• Prepare Board and relevant committee agendas in consultation with the General Manager and Board Chair and request reports and supporting information from relevant contributors.
• Attend Board and relevant committee meetings and prepare clear, accurate and objective minutes recording attendance, declared conflicts, decisions, resolutions and agreed actions.
• Maintain Board and General Manager action registers, monitor agreed actions and follow up action owners for progress updates.
• Maintain accurate, organised and confidential Board records, registers and approved documents in accordance with document control and record-retention practices.

Skills

Administration

Executive support

Meeting coordination

Minute taking

Record keeping

Confidentiality

Microsoft Word

Outlook

Teams

Tools

Electronic filing systems

Job description

Belong Blue Mountains Incorporated – Blaxland NSW

Reporting to the General Manager and working closely with the Board Chair and Board members, you will coordinate Board meetings, prepare and distribute papers, take clear and accurate minutes, maintain records and registers, follow up agreed actions, and provide practical administrative support to the General Manager.

This is a hands‑on administrative role suited to someone who enjoys keeping meetings and priorities organised, preparing high‑quality documents and ensuring agreed actions and deadlines are followed through.

The position provides administrative support to the Board and General Manager and does not carry the responsibilities of a senior Company Secretary, Public Officer or legal or governance adviser. The Assistant does not make decisions on behalf of the Board or General Manager, provide legal advice or exercise authority beyond the approved responsibilities of the role unless separately authorised in writing.

Key Responsibilities

As Assistant to Board and General Manager, you will:

• Manage the annual schedule and administration of Board and relevant committee meetings in consultation with the General Manager and Board Chair.
• Organise meeting arrangements, invitations, attendance and associated administrative requirements.
• Prepare Board and relevant committee agendas in consultation with the General Manager and Board Chair and request reports and supporting information from relevant contributors.
• Compile, review and distribute Board and committee papers, ensuring documentation is accurate, complete and appropriately presented within agreed timeframes.
• Attend Board and relevant committee meetings and prepare clear, accurate and objective minutes recording attendance, declared conflicts, decisions, resolutions and agreed actions.
• Maintain Board and General Manager action registers, monitor agreed actions and follow up action owners for progress updates.
• Keep the General Manager informed of overdue, outstanding or unclear actions, scheduling issues or missing information that may affect meetings or agreed priorities.
• Maintain accurate, organised and confidential Board records, registers and approved documents in accordance with document control and record‑retention practices.
• Maintain relevant Board membership, appointment, induction and routine governance information assigned to the role.
• Administer the practical requirements for the Annual General Meeting and other member meetings, including notices, agendas, meeting materials and records.
• Provide practical administrative support to the General Manager, including diary and meeting coordination, correspondence, document formatting and follow‑up of agreed actions.
• Prepare routine Board and General Manager correspondence and maintain approved templates.
• Communicate professionally and respectfully with the General Manager, Board members, employees, members and authorised stakeholders, always maintaining appropriate confidentiality.
• Recognise requests or issues outside the role’s authority and refer them promptly to the General Manager, Board Chair or authorised person as appropriate.
• Comply with Belong Blue Mountains’ Code of Conduct, values, policies, procedures and work health and safety requirements.

About You

You are organised, dependable and comfortable working with confidential information. You communicate clearly, pay close attention to detail and can respectfully follow up tasks while supporting the General Manager and Board.

You will exercise sound judgement and discretion, work independently within clear responsibilities, and seek guidance when a request or decision falls outside the role’s authority.

Applicants must demonstrate:

• Demonstrated experience in administration, executive support, committee support or a similar coordination role.
• Experience scheduling meetings, preparing agendas and papers, and producing clear and accurate minutes.
• Experience maintaining confidential electronic records, registers and action lists.
• Strong written communication, spelling, grammar and document‑formatting skills.
• Good organisational skills, high attention to detail and the ability to meet recurring deadlines and follow up agreed actions.
• Professional judgement, discretion and respect for confidentiality.
• Competence using Microsoft Word, Outlook, Teams and shared electronic filing systems.
• A reliable, collaborative and respectful approach when working with the General Manager, Board members, employees and stakeholders.
• Ability to work independently within clear instructions and seek guidance when responsibilities or decisions are unclear.
• Commitment to Belong Blue Mountains’ values and community‑focused purpose.
• Previous experience supporting a Board or General Manager in a community services or not‑for‑profit organisation is desirable but not essential.

Application Requirements

We welcome people of all backgrounds and identities to apply. All enquiries and applications will be treated confidentially. Belong Blue Mountains is committed to equal employment opportunity, inclusion and respectful workplace practices.

Why Join Us

• A practical role with clear responsibilities in a small, community‑focused organisation
• Supportive and values‑driven working environment
• Flexible work arrangements appropriate to the role and meeting schedule
• The opportunity to support an organisation making a meaningful difference across the Blue Mountains
• The role is based primarily at Belong Blue Mountains’ Katoomba Centre, with remote administrative work by agreement.
• Availability to attend scheduled Board and relevant committee meetings is required, noting that some meetings may occur outside ordinary business hours.
• Pre‑employment screening relevant to the role may apply