Executive Assistant

North Queensland Combined Women's Services Inc; Townsville City; On-site; AUD 85,000 - 110,000; Full time

Job summary

North Queensland Combined Women's Services Inc, known as The Women’s Centre, is seeking an Executive Assistant to provide confidential, proactive support to the CEO and leadership team. The role coordinates executive workflows, prepares governance materials and maintains accountability across priorities with a feminist, trauma-informed approach.

You will engage with internal and external partners, manage calendars and communications, and ensure timely action on strategic decisions.

Qualifications

• Substantial experience providing high-level executive and governance support to a chief executive, executive leadership team and governing body.
• Ability to coordinate complex, organisation-wide priorities with substantial autonomy, sound judgement and accountability for outcomes.
• Experience preparing governance papers, correspondence, briefings, reports, agendas and accurate minutes from discussions or notes.

Responsibilities

• Provide proactive, confidential and high-level support to the CEO, Executive Leadership Team and Management Committee.
• Manage executive workflows, priorities and commitments, exercising sound judgement and escalating significant or sensitive matters appropriately.
• Coordinate executive and governance projects from planning through to completion, including timelines, documentation, dependencies, risks and follow-up.
• Work alongside executive leaders and administration teams to progress decisions, strategic actions and organisation-wide priorities.
• Maintain clear systems of accountability by monitoring actions, deadlines and deliverables and providing timely updates to responsible leaders.
• Build effective relationships and facilitate communication between the CEO, Executive Leadership Team, Management Committee and internal and external stakeholders.
• Protect confidential and sensitive information and ensure executive and governance records are accurate, secure and accessible to authorised users.
• Apply feminist, trauma- and violence-informed, culturally safe and privacy-conscious principles in all executive support, communications and stakeholder engagement.
• Advance NQCWS’s vision, mission and aims, uphold social justice and human rights principles, and contribute to quality improvement.
• Take reasonable care for workplace health and safety and comply with relevant policies, procedures and legislation.

Skills

Executive support

Governance coordination

Advanced Microsoft Office

Education

Diploma of Business Administration

Tools

Microsoft Office

Job description

North Queensland Combined Women's Services Inc – Townsville QLD

The Women’s Centre is a not-for-profit service offering a range of supports to women and their children in Townsville and outreach to the local region. Outreach areas include Ingham, Ayr, Charters Towers and The Townsville Women’s Correctional Facility. The Women’s Centre is a women’s only space incorporating the following services; Specialist Homelessness Service, Women's Health and Wellbeing Service, Sexual Assault Support Service, and a 24hour interagency Sexual Assault Response Service.

At the heart of our work is a simple but powerful belief: women deserve safety, dignity, choice, voice and the opportunity to determine their own lives. Our practice is grounded in feminist principles, trauma-informed care, intersectionality, social justice and a commitment to challenging the individual and structural factors that contribute to women’s inequality and experiences of violence.

About You :

You will have:

• Diploma of Business Administration, other suitable qualification or substantial relevant Executive Assistant experience

Essential Registrations:

• Current Working with Children Blue Card.
• Current Police Check
• Right to Work (Australian/New Zealand passport; Australian/New Zealand Birth Certificate or Citizenship Certificate or Passport and Visa)

Position Summary :

The Executive Assistant provides high-level, confidential and proactive support to the CEO, the Executive Leadership Team and the Management Committee. Operating across organisational priorities, the EA coordinates executive workflows, strengthens communication and accountability, anticipates emerging requirements, and ensures that decisions, commitments and strategic actions are progressed. The role is the central point of coordination between executive leaders and key internal and external stakeholders.

Key Requirements :

• Substantial experience providing high-level executive and governance support to a chief executive, executive leadership team and governing body.
• Demonstrated ability to coordinate complex, organisation-wide priorities with substantial autonomy, sound judgement and accountability for outcomes.
• Experience preparing governance papers, correspondence, briefings, reports, agendas and accurate minutes from discussions or notes.
• Strong organisational, prioritisation and problem-solving skills, including anticipating requirements, managing dependencies and meeting competing deadlines.
• Advanced Microsoft Office, database and document-management skills, with accurate and efficient keyboard skills.
• Highly developed written, verbal and interpersonal communication skills, discretion and attention to detail.
• Experience coordinating organisational communications and social media, including content planning, approvals, audience-appropriate messaging and escalation of sensitive enquiries.
• Strong cultural awareness of Aboriginal and Torres Strait Islander peoples.
• Experience in the not-for-profit or community services sector.

We strongly encourage Aboriginal and Torres Strait Islander women to apply. The knowledge, culture, leadership and lived experience of First Nations women are important to feminist practice and to the work we do with women across our community. We recognise that cultural capability is not something that can simply be listed as a selection criterion - it is an ongoing organisational responsibility.

About Us :

The Women’s Centre is a not-for-profit service offering a range of supports to women and their children in Townsville and outreach to the local region. Outreach areas include Ingham, Ayr, Charters Towers and The Townsville Women’s Correctional Facility. The Women’s Centre is a women’s only space incorporating the following services; Specialist Homelessness Service, Women's Health and Wellbeing Service, Sexual Assault Support Service, and a 24hour interagency Sexual Assault Response Service.

At the heart of our work is a simple but powerful belief: women deserve safety, dignity, choice, voice and the opportunity to determine their own lives. Our practice is grounded in feminist principles, trauma-informed care, intersectionality, social justice and a commitment to challenging the individual and structural factors that contribute to women’s inequality and experiences of violence.

About You :

You will have:

• Diploma of Business Administration, other suitable qualification or substantial relevant Executive Assistant experience

Essential Registrations:

• Current Working with Children Blue Card.
• Current valid Queensland, Open, C class driving licence.
• Current Police Check
• Right to Work (Australian/New Zealand passport; Australian/New Zealand Birth Certificate or Citizenship Certificate or Passport and Visa)

Position Summary :

The Executive Assistant provides high-level, confidential and proactive support to the CEO, the Executive Leadership Team and the Management Committee. Operating across organisational priorities, the EA coordinates executive workflows, strengthens communication and accountability, anticipates emerging requirements, and ensures that decisions, commitments and strategic actions are progressed. The role is the central point of coordination between executive leaders and key internal and external stakeholders.

Key Requirements :

Essential

• Substantial experience providing high-level executive and governance support to a chief executive, executive leadership team and governing body.
• Demonstrated ability to coordinate complex, organisation-wide priorities with substantial autonomy, sound judgement and accountability for outcomes.
• Experience preparing governance papers, correspondence, briefings, reports, agendas and accurate minutes from discussions or notes.
• Strong organisational, prioritisation and problem-solving skills, including anticipating requirements, managing dependencies and meeting competing deadlines.
• Advanced Microsoft Office, database and document-management skills, with accurate and efficient keyboard skills.
• Highly developed written, verbal and interpersonal communication skills, discretion and attention to detail.
• Experience coordinating organisational communications and social media, including content planning, approvals, audience-appropriate messaging and escalation of sensitive enquiries.
• Strong cultural awareness of Aboriginal and Torres Strait Islander peoples.

Desirable

• Experience in the not-for-profit or community services sector.
• Relevant finance experience.

We strongly encourage Aboriginal and Torres Strait Islander women to apply. The knowledge, culture, leadership and lived experience of First Nations women are important to feminist practice and to the work we do with women across our community. We recognise that cultural capability is not something that can simply be listed as a selection criterion - it is an ongoing organisational responsibility.

It is a genuine occupational requirement of this position that it be filled by a woman, as permitted under Sections 25, 104 and 105 of the Anti-Discrimination Act 1991 (Qld).

Job Responsibility :

Organisation

The North Queensland Combined Women's Services Inc (NQCWS) known as The Women’s Centre operates from a broad feminist perspective and is welcoming of all women. The Women’s Centre recognises that the sociopolitical environment has a direct influence on the experience of women in society; and further considers the intersections of power and privilege and how this shapes the diverse experiences of women and their access to opportunities and resources. The Women’s Centre embraces a strong commitment to social and political change to support the safety and wellbeing of all women.

The Women’s Centre offers a Specialist Homelessness Service, a Women’s Health Service and the Townsville Sexual Assault Support Service which is a key partner within the Sexual Assault Response Team – Townsville Region. The Women’s Centre provides trauma and violence informed therapeutic counselling, crisis support, holistic and practical case management support, advocacy, information and referrals to other appropriate services and therapeutic and social inclusion groups. Services offered may be centre based, mobile, outreach and/or co-located in other locations as appropriate.

The Women’s Centre aims to promote meaningful personal, social and political change by validating women's experiences, advocating for women's rights and working towards the prevention of gendered violence through awareness raising, community education and social action.

Employees also may be required on occasion to work outside ordinary hours.

Responsibilities

• Provide proactive, confidential and high-level support to the CEO, Executive Leadership Team and Management Committee.
• Manage executive workflows, priorities and commitments, exercising sound judgement and escalating significant or sensitive matters appropriately.
• Coordinate executive and governance projects from planning through to completion, including timelines, documentation, dependencies, risks and follow-up.
• Work alongside executive leaders and administration teams to progress decisions, strategic actions and organisation-wide priorities.
• Maintain clear systems of accountability by monitoring actions, deadlines and deliverables and providing timely updates to responsible leaders.
• Build effective relationships and facilitate communication between the CEO, Executive Leadership Team, Management Committee and internal and external stakeholders.
• Protect confidential and sensitive information and ensure executive and governance records are accurate, secure and accessible to authorised users.
• Apply feminist, trauma- and violence-informed, culturally safe and privacy-conscious principles in all executive support, communications and stakeholder engagement.
• Advance NQCWS’s vision, mission and aims, uphold social justice and human rights principles, and contribute to quality improvement.
• Take reasonable care for workplace health and safety and comply with relevant policies, procedures and legislation.
• NQCWS is committed to being a child safe organisation. All employees are responsible for promoting the safety and wellbeing of children and young people, upholding the Queensland Child Safe Standards, and complying with organisational child safety policies, procedures and reporting obligations.

Duties

• Provide confidential governance support to the Management Committee, including annual schedules, agendas and papers, quality assurance, minutes, decision and action registers, deadline monitoring and follow-up.
• Manage the CEO’s calendar, email, correspondence, travel and professional development, exercising discretion and sound judgement.
• Screen and respond to enquiries to the CEO, resolving or redirecting matters appropriately.
• Coordinate executive, leadership and strategic meetings and workshops, including forward planning, logistics, documentation and follow-through on decisions and actions.
• Coordinate support across the Executive Leadership Team by tracking organisation-wide priorities, deadlines, dependencies and emerging issues, and maintaining clear accountability and information flow.
• Coordinate organisational communications, marketing, social media and events, including fundraising, through planned content, approval processes, consistent messaging, routine engagement monitoring and escalation of sensitive matters.
• Coordinate strategic planning and reporting cycles, including key governance, funding and reporting milestones; collate updates, monitor progress and escalation risks, delays and interdependencies to the CEO and Executive Leadership Team.
• Research, draft and quality-assure executive correspondence, briefings, reports, presentations, governance papers, agendas and minutes for accuracy, authorisation, audience and timeliness.
• Maintain secure executive and governance information systems, including controlled templates, policies, decisions, meeting records and confidential correspondence, with clear ownership, version control, access, retention and retrieval.
• In conjunction with the Management Committee Secretary, coordinate the Committee’s annual work plan, induction and development, including governance calendars, declarations, records, orientation and approved training or briefings.

Other

• Build and maintain effective relationships with internal and external stakeholders.
• Apply feminist, trauma- and violence-informed, culturally safe and privacy-conscious principles to communications, public content and stakeholder engagement, ensuring appropriate authorisation and protecting women’s safety, dignity and privacy.
• Comply with applicable legislation, regulation, licensing requirements and organisational policies, including the Fair Work Act 2009, Work Health and Safety Act and Regulations 2011, Information Privacy Act 2009, Privacy Act 1988, Human Rights Act 2019, Anti-Discrimination Act 1991 and HSQF requirements.
• Act consistently with the organisation’s mission and values.
• Contribute to a culture that values health, safety and wellbeing.
• Undertake other duties within the scope and classification of the position, including short-term administrative support where this does not displace core executive, governance and organisation-wide coordination responsibilities.
• Perform other duties as reasonably directed by the CEO or Management Committee.

Award Classification

• Social and Community Services Employee Level 5 under the Social, Community, Home Care and Disability Services Industry Award 2010, subject to confirmation against the duties actually performed.

Responsible to

• CEO

For more information or a confidential conversation please call the centre or email our Chief Executive Officer at ****@thewomenscentre.org.au.

Job Functions :

Admin

Job Benefits :

What makes this a great place to work?

At the Women’s Centre, we value relationships, reflection, humour, kindness and looking out for one another. We want you to have a workplace where you can develop your practice, be supported and contribute your ideas and expertise.

We offer:

• SCHCADS Award – Level 5
• Regular professional development and ongoing learning opportunities
• Salary sacrificing
• Paid birthday leave and Christmas closure periods to support rest, wellbeing and work-life balance
• A supportive, collaborative team environment

Selling Point :

Join a feminist, women-centered organisation where your work matters!

Contact :

Tanya Jones