Executive Assistant

Ballarat Cemeteries; Ballarat; On-site; AUD 60,000 - 90,000; Part time

Benefits offered by this job

Uniform provided

Fortnightly pay under Enterprise Allow

Wellbeing initiatives

Professional development opportunities

Employee Assistance Program

Flexible work arrangement

Job summary

Ballarat General Cemeteries Trust is seeking an exceptional Executive Assistant to partner with the CEO and support the Board, governance processes, information management systems and organisational success.

This role goes beyond traditional administration, covering executive operations, governance, records management, strategic reporting and digital innovation, with emphasis on Microsoft Copilot and AI tools.

Qualifications

• Experience as an Executive Assistant, Governance Officer, Board Administrator or similar senior administrative role.
• Strong experience supporting Boards, Committees or Executive Leadership teams.
• Advanced Microsoft 365 skills including Outlook, Word, Excel, Teams and SharePoint.
• Excellent written communication and report writing skills.
• Experience in records management, information governance or document management systems.
• Strong attention to detail and organisational skills.
• Sound judgement, initiative and professionalism.
• Ability to manage sensitive and confidential information.
• A customer-focused approach and genuine compassion when working with the community.
• Knowledge of Privacy, Freedom of Information and Public Records requirements.

Responsibilities

• Provide high-level confidential executive support to the CEO.
• Manage executive correspondence, scheduling, meetings and priorities.
• Coordinate Trust Board and Committee meetings, agendas, papers and minutes.
• Maintain governance records, action registers and statutory reporting schedules.
• Lead records management and information governance practices.
• Administer and continually improve SharePoint and document management systems.
• Support compliance with Victorian public sector governance and information management requirements.
• Prepare reports, presentations and Board documentation.
• Identify opportunities to improve efficiency through digital technologies, automation and AI tools.
• Support community engagement activities and stakeholder communications.
• Contribute to continuous improvement across the organisation.

Skills

Executive support

Governance experience

Board liaison

Records management

AI tools familiarity

Discretion & confidentiality

Communication skills

Project coordination

Education

Business Administration

Governance

Information Management

Records Management

Public Administration

Tools

Microsoft 365

Outlook

Word

Excel

Teams

SharePoint

AI productivity tools

Job description

Help Shape the Future of a Trusted Community Organisation

The Ballarat General Cemeteries Trust is a Victorian public sector agency and Class A Cemetery Trust responsible for the stewardship of the Ballarat New Cemetery and Ballarat Old Cemetery. We provide burial, cremation, memorialisation and family history services with compassion, professionalism and care for our community.

We are seeking an exceptional Executive Assistant to become a trusted partner to our Chief Executive Officer and play a key role in supporting our Board, governance processes, information management systems and organisational success.

This is far more than a traditional administrative role. You will be at the centre of executive operations, governance, records management, strategic reporting and digital innovation, helping the organisation embrace contemporary technologies including Microsoft Copilot and Artificial Intelligence tools.

About the Role

• Provide high-level confidential executive support to the CEO.


• Manage executive correspondence, scheduling, meetings and priorities.


• Coordinate Trust Board and Committee meetings, agendas, papers and minutes.


• Maintain governance records, action registers and statutory reporting schedules.


• Lead records management and information governance practices.


• Administer and continually improve SharePoint and document management systems.


• Support compliance with Victorian public sector governance and information management requirements.


• Prepare reports, presentations and Board documentation.


• Identify opportunities to improve efficiency through digital technologies, automation and AI tools.


• Support community engagement activities and stakeholder communications.


• Contribute to continuous improvement across the organisation.

About You

• Highly organised, discreet and proactive, with the confidence to work closely with a CEO and Board while managing multiple priorities.


• Experience as an Executive Assistant, Governance Officer, Board Administrator or similar senior administrative role.


• Strong experience supporting Boards, Committees or Executive Leadership teams.


• Advanced Microsoft 365 skills including Outlook, Word, Excel, Teams and SharePoint.


• Excellent written communication and report writing skills.


• Experience in records management, information governance or document management systems.


• Strong attention to detail and organisational skills.


• Sound judgement, initiative and professionalism.


• Ability to manage sensitive and confidential information.


• A customer-focused approach and genuine compassion when working with the community.


• Business Administration, Governance, Information Management, Records Management or Public Administration.


• Victorian public sector, local government, cemetery, health or community sector experience.


• Experience using Microsoft Copilot, AI productivity tools, workflow automation software or AI agents.


• Knowledge of Privacy, Freedom of Information and Public Records requirements.

What We Offer

• Permanent part-time position (30 hours per week).


• Flexible work arrangement across four or five days per week.


• Opportunity to work directly with a progressive CEO and Board.


• Diverse and meaningful work that contributes to the community.


• Supportive and values-driven workplace culture.


• Professional development opportunities.


• Employee Assistance Program and wellbeing initiatives.


• Uniform provided.


• Fortnightly pay and generous leave benefits under our Enterprise Agreement.

Why Join Us?

Our purpose is simple:

• Remembering the Past


• Caring for the Present


• Planning for the Future

If you are an experienced Executive Assistant looking for a role where you can make a genuine contribution to governance, community service and organisational excellence, we would love to hear from you.

Applications Close Friday 16th October 2026

What can I earn as an Executive Assistant