Executive Assistant – Elected Member Support

City of Swan; City Of Swan; Hybrid; AUD 87,000 - 104,000; Full time

Benefits offered by this job

Work from home

Extra leave options

Superannuation up to 17%

Wellness program

Study assistance

Free parking

Travelsmart allowance

Job summary

The City of Swan is seeking an experienced Executive Assistant – Elected Member Support to serve as the primary contact for the Mayor and Council Members. You will manage calendars, coordinate meetings, and prepare briefing material to ensure our civic leaders are informed and well represented.

This role sits within a collaborative Executive Assistant team supporting the Mayor, Council Members, CEO and Executive Leadership Team.

Qualifications

• Bachelor’s degree in business Admin or similar or equivalent experience.
• Demonstrated experience in providing high-level, confidential administrative support to senior leaders.
• Excellent ability to multitask, prioritise and manage workload efficiently in a fast paced and demanding environment.
• Exceptional verbal and written communication skills.
• A proven ability to build and maintain strong professional relationships with diverse stakeholders.
• A proactive, adaptable and solutions-focused approach, with the ability to anticipate needs and respond effectively in a dynamic environment.
• A strong commitment to teamwork, collaboration and supporting colleagues to achieve shared outcomes.
• Local Government experience will be highly regarded.
• A satisfactory National Police Certificate is required

Responsibilities

• Provide a confidential, efficient, customer focused and proactive business support service to the Mayor and Council Members
• Provide a key liaison role between the Mayor, Council Members, and the organisation, including seeking information relating to research tasks and/or briefing material and speech notes, and arranging meetings and appointments
• Maintain and organise the Mayor and Council Members’ busy calendar and ensure the efficient time management of the Mayor or their delegate by ensuring they have all they require for each meeting and event, and that information provided is timely and accurate.
• Support the Executive Leadership Team through the provision of administrative assistance for Council Briefings, Agenda Forums and Ordinary Council Meetings, including coordinating meeting requirements and greeting residents and ratepayers at the commencement of meetings. This role also assists the Governance team during Public Question Time and Deputations. These responsibilities are shared across the Executive Assistant team on a rotational basis.
• Contribute to a supportive and team-oriented culture by working collaboratively with fellow Executive Assistants, providing cross-team assistance and ensuring continuity of service during periods of leave, peak workloads and operational demands.

Skills

Confidential admin support

Multitasking

Verbal communication

Written communication

Stakeholder relationships

Teamwork

Local Government experience

Police clearance

Education

Bachelor’s degree in business Admin

Job description

About the role

The City of Swan is seeking an experienced and highly capable professional to step into a unique and rewarding role as Executive Assistant – Elected Member Support, serving as the primary point of contact for the Mayor and Council Members.

Working in a dynamic, politically sensitive and fast-paced environment, you will be the trusted link between the Mayor, Council Members, community and key stakeholders. Your ability to anticipate needs, manage competing priorities, and communicate with confidence will ensure our civic leaders are always prepared, informed, and represented to the highest standard.

This role forms part of a collaborative Executive Assistant team that works closely together to support the Mayor, Council Members, CEO and Executive Leadership Team. Executive Assistants are expected to work cooperatively, provide backup support where required, share knowledge and resources, and contribute to a positive team environment that delivers consistent, high-quality support across the organisation.

Key accountabilities

• Provide a confidential, efficient, customer focused and proactive business support service to the Mayor and Council Members
• Provide a key liaison role between the Mayor, Council Members, and the organisation, including seeking information relating to research tasks and/or briefing material and speech notes, and arranging meetings and appointments
• Maintain and organise the Mayor and Council Members’ busy calendar and ensure the efficient time management of the Mayor or their delegate by ensuring they have all they require for each meeting and event, and that information provided is timely and accurate.
• Support the Executive Leadership Team through the provision of administrative assistance for Council Briefings, Agenda Forums and Ordinary Council Meetings, including coordinating meeting requirements and greeting residents and ratepayers at the commencement of meetings. This role also assists the Governance team during Public Question Time and Deputations. These responsibilities are shared across the Executive Assistant team on a rotational basis.
• Contribute to a supportive and team-oriented culture by working collaboratively with fellow Executive Assistants, providing cross-team assistance and ensuring continuity of service during periods of leave, peak workloads and operational demands.

About you

• Bachelor’s degree in business Admin or similar or equivalent experience.
• Demonstrated experience in providing high-level, confidential administrative support to senior leaders.
• Excellent ability to multitask, prioritise and manage workload efficiently in a fast paced and demanding environment.
• Exceptional verbal and written communication skills.
• A proven ability to build and maintain strong professional relationships with diverse stakeholders.
• A proactive, adaptable and solutions-focused approach, with the ability to anticipate needs and respond effectively in a dynamic environment.
• A strong commitment to teamwork, collaboration and supporting colleagues to achieve shared outcomes.
• Local Government experience will be highly regarded.
• A satisfactory National Police Certificate is required

About working with us

The salary for this position will be from $87,442.94 to $103,792.55 per annum, depending on the skills and experience of the successful applicant.

• Flexibility to balance work and life through supported work from home and a 19-day month
• Excellent leave entitlements, e.g. purchase additional leave, Local Government public holiday
• Generous superannuation contributions up to a total combined 17 per cent
• Comprehensive employee wellness program
• Generous study assistance (terms and conditions apply)
• Free parking options available
• Travelsmart allowance to support public transport use or cycling to work.

About the City

The City of Swan covers 1,042 square kilometres, representing nearly 20 per cent of the Perth metropolitan area. It includes 42 suburbs from Bullsbrook to Bushmead, Ballajura to Gidgegannup, and it is among the fastest-growing regions in Western Australia. The City is home to the iconic Swan River and the internationally celebrated Swan Valley, founded in 1829. It is a sought-after destination to live, work, and visit, combining quality services and amenities with a beautiful natural setting.

The area also holds profound cultural importance for the Whadjuk Noongar people, reflecting more than 40,000 years of connection to the Derbal Yerrigan (Swan River). Today, the City is a dynamic and diverse community, where one in three residents was born overseas, and one in five speaks a language other than English at home.

Our purpose is to improve the quality of life for our community by delivering our vision of ‘one city, diverse people, culture and places’ through shared values of respect, excellence, accountability and leadership.

At the City of Swan, we are committed to recruiting and retaining the right people and creating a great place to work. We offer our employees real careers, real impact, and real rewards.

We welcome people with diverse skills, experiences, perspectives and backgrounds and encourage applications from Aboriginal or Torres Strait Islander peoples, and individuals who may identify as LGBTIQ+, with disability, a culturally and linguistically diverse background, and people of all ages.