Executive Assistant & Board Secretary

DeadlyScience Ltd; Port Macquarie; Vor Ort; AUD 90.000 - 130.000; Vollzeit

Benefits dieser Stelle

Flexible work arrangements

Generous leave entitlements

Career advancement opportunities

Cultural safety & WHS

Zusammenfassung

DeadlyScience Ltd is seeking an experienced Executive Assistant and Board Secretary with an immediate start in Port Macquarie. The role supports the CEO, COO and senior leadership, balancing diary management, governance tasks and board secretariat duties.

You will coordinate meetings, draft papers, manage deadlines and ensure compliance with board processes while upholding our values and a culturally safe workplace. Applicants should be able to travel as required.

Qualifikationen

• Certificate IV in Business Administration or equivalent.
• 3–5 years’ experience in a senior admin role, including direct support to a CEO or senior leader.
• Proficiency with Google systems, Atlassian, MS 365, SharePoint, Slack, Salesforce, Xero or Employment Hero.
• Current NSW Working with Children Check (or ability to obtain) and National Police Check in last 12 months; valid Australian driver's license.
• Lived experience or strong understanding of First Nations cultures and protocols.
• Event management or travel coordination background.

Aufgaben

• Manage the CEO’s diary, meetings, travel time and focused work time.
• Coordinate responses to emails and follow-ups including speaking engagements.
• Prepare meeting packs, briefing notes and presentations for the CEO.
• Draft, proofread and format correspondence in DeadlyScience’s voice and values.
• Track CEO commitments and deadlines and coordinate with staff for timely completion.
• Coordinate CEO expense claims and travel approvals.
• Plan, coordinate and deliver Board and Committee calendars, agendas, and governance roadmaps.
• Provide secretarial support to Chair, Board and Committees including minutes and records.
• Attend Board and Subcommittee meetings and record actions, resolutions and conflicts of interest.
• Maintain governance records and registers and assist with induction and training records.
• Develop checklists, templates and SOPs for recurring tasks.
• Provide basic reporting or dashboards for Board information.

Kenntnisse

Diary management

Board liaison

Governance support

Minute taking

Stakeholder management

Ausbildung

Certificate IV in Business Administration

Tools

Google systems

Atlassian products

MS 365

SharePoint

Salesforce

Xero

Jobbeschreibung

DeadlyScience is looking for an experienced Executive Assistant and Board Secretary with an immediate start. This role is Full-Time based in our Port Macquarie office.

The Executive Assistant & Board Secretary provides high-level, culturally safe executive support to the CEO and ensures DeadlyScience’s leadership and Board and Subcommittee meetings run smoothly, safely and efficiently. This role sits within the Executive Services stream, working day-to-day with the CEO, COO and Senior Leadership Team.

About You

• Collaborative, self-motivated and comfortable managing multiple deadlines
• Strong interpersonal and relationship-building skills
• Strategic and analytical thinker with excellent writing and editing skills
• Committed to learning and to Deadly Science's values of Respect, Curiosity, Integrity, Accountability and Community

Key Responsibilities

Executive Support to CEO:

• Manage the CEO’s diary, including scheduling, prioritising and coordinating meetings, travel time and focused work time.
• Coordinating responses and quotes to emails forwarded on from the CEO’s inbox and ensuring follow-up occurs related to professional speaking engagements. Engagements could be related to DeadlyScience Ltd or Bigibila Education & Consulting Pty Ltd.
• Coordinate meeting packs, briefing notes, speaking notes and presentations for the CEO from other staff members; including but not limited to Director of Partnership and Fundraising and Marketing and Communications Manager.
• Draft, proofread and format correspondence and documents in clear, respectful, plain English consistent with Deadly Science’s voice and values.
• Keep an up-to-date register of CEO commitments, action items and deadlines, and follow up with relevant staff to ensure completion. Commitment, action items and deadlines could be related to DeadlyScience Ltd, Bigibila Education & Consulting Pty Ltd or one of the CEO’s Board memberships.
• Coordinate CEO expense claims, credit card reconciliations and travel approvals in line with finance policies and timelines.

Governance, Board & Committee Support:

• In partnership with the CEO and Chair, plan, coordinate and deliver Board and Committee calendars, forward agendas, work plans, annual cycles and governance roadmaps.
• Provide secretarial support to the Chair, Board and Committees to enable efficient and effective outcomes including logistics, papers, records and director support.
• Attend regular Board and Subcommittee meetings and take detailed and concise minutes, record and track action, resolution and conflict of interest registers.
• Draft contributions to Board papers and resolutions; quality assure submissions for clarity, compliance and decision-readiness.
• Maintain governance records and registers (e.g. conflicts of interest, induction and training records) in collaboration with the CEO/COO and governance leads.
• Help track and follow up Board and Committee action items with responsible managers.
• Manage Board induction, Director professional development, and annual Board effectiveness reviews.
• Maintain orderly digital filing systems for CEO, Board and Compliance Services records (e.g. Salesforce) using agreed naming conventions.
• Develop and maintain simple checklists, templates and SOPs for recurring administrative tasks (e.g. Board meetings, travel, office moves).
• Identify opportunities to simplify and streamline administrative processes and propose improvements to the CEO/COO and relevant leads.
• Provide basic reporting or dashboards for CEO/Board information (e.g. status of Board actions, key policy review dates, key event calendar).

What You'll Bring

We are seeking a highly motivated and exceptionally organised individual to be a cornerstone of our team. To thrive in this critical role, you will need:

Essential Qualifications & Experience:

• Education: Certificate IV in Business Administration (or equivalent experience).
• Experience: Minimum 3–5 years’ experience in a senior administration role, including direct support to a CEO, Executive Director or senior leader.
• IT Proficiency: Confident with Google systems, Atlassian products, MS 365, SharePoint, Slack, Salesforce, Xero or similar finance system and Employment Hero.
• Compliance: Current NSW Working with Children Check (or ability to obtain), National Police Check within the last 12 months, and a valid Australian driver's license.
• Lived experience or strong understanding of First Nations cultures and protocols.
• Event management or travel coordination background.

What We Offer

At DeadlyScience, we are committed to supporting the professional and personal growth of our employees. In addition to a competitive salary, we offer a range of benefits, including:

• Flexible work arrangements where possible to support work-life balance.
• Generous leave entitlements.
• Opportunities for career advancement within a dynamic, purpose-driven organisation.
• A supportive and culturally safe workplace committed to child safety and WHS.

Aboriginal and Torres Strait Islander people are strongly encouraged to apply.