Executive Assistant (Part Time)

Australian Primary Principals Association; Canberra, Brisbane; Hybrid; AUD 32,000 - 40,000; Part time

Job summary

Australian Primary Principals Association invites applications for an Executive Assistant to support the President, Executive Officer, Board and National Advisory Council. This permanent part-time role (0.4 FTE, ~15 hours per week) offers hybrid/flexible working arrangements across Canberra ACT and Brisbane.

You will manage diaries and correspondence, coordinate governance meetings, organise travel and events, handle financial processing, and support member communications and systems.

Qualifications

• Experience in an Executive Assistant, Executive Officer or similar administrative support role.
• Strong organisational and time management skills with exceptional attention to detail.
• Well-developed written and verbal communication skills.
• Confidence working independently and managing competing priorities.
• Demonstrated proficiency in Microsoft 365 and online collaboration platforms.
• Sound administrative and financial processing skills.
• Strong interpersonal skills and the ability to work effectively with diverse stakeholders.
• Experience supporting boards, committees or governance processes would be highly regarded.
• Experience within a not-for-profit, membership-based or education organisation is desirable.

Responsibilities

• Provide executive support to the President and Executive Officer, including diary management, scheduling and correspondence.
• Coordinate Board, NAC and committee meetings, including scheduling, invitations and stakeholder liaison.
• Prepare and distribute briefings, reports, correspondence and organisational communications.
• Maintain confidentiality and professionalism in all aspects of the role.
• Coordinate travel and accommodation for APPA representatives; arrange venues, catering and logistics for meetings and events.
• Support the administration of national conferences, forums and stakeholder engagements.
• Process expense claims, invoices and approved payments; monitor event and meeting expenditure against budgets; maintain accurate financial records.
• Manage organisational email accounts and routine correspondence; support member communications and updates.
• Maintain digital systems, records and document management processes; support online meetings and virtual collaboration.

Job description

Australian Primary Principals Association – Stirling ACT

Executive Assistant – Australian Primary Principals Association (APPA)

POSITION DESCRIPTION

Permanent Part-Time (0.4 FTE | Approximately 15 hours per week) Canberra, ACT /Brisbane (Hybrid/Flexible Working Arrangements)

About APPA

The Australian Primary Principals Association (APPA) is the national voice for primary school leaders across all education sectors. APPA advocates for excellence in primary education and leadership, influences national policy, and supports principals through collaboration, professional engagement and strategic representation.

APPA is seeking an experienced and highly organised Executive Assistant to provide administrative, governance and operational support to the President, Executive Officer, Board and National Advisory Council (NAC).

This is a diverse and rewarding role suited to a self-motivated professional who enjoys working independently, managing priorities and contributing to the success of a respected national organisation.

Position Purpose

The Executive Assistant provides high-quality administrative, governance and operational support to APPA's leadership and governance structures. The role is central to ensuring the smooth coordination of meetings, communications, events, travel arrangements and organisational processes across a predominantly remote national organisation.

Key Responsibilities

Executive Support

Provide executive support to the President and Executive Officer, including diary management, scheduling and correspondence.

Coordinate meetings, appointments and commitments across multiple stakeholders and time zones.

Prepare and distribute briefings, reports, correspondence and organisational communications.

Maintain confidentiality and professionalism in all aspects of the role.

Governance and Meeting Administration

Coordinate Board, NAC and committee meetings, including scheduling, invitations and stakeholder liaison.

Maintain governance records, policies, resolutions and corporate documentation.

Monitor and follow up meeting actions to ensure timely completion and reporting.

Events, Travel and Logistics

Coordinate travel and accommodation for APPA representatives.

Arrange venues, catering and logistical requirements for meetings and events.

Support the administration of national conferences, forums and stakeholder engagements.

Financial and Administrative Support

Process expense claims, invoices and approved payments.

Coordinate financial administration associated with meetings, travel and events.

Monitor event and meeting expenditure against approved budgets.

Maintain accurate financial records and supporting documentation.

Provide administrative support for routine financial and operational processes.

Communications and Stakeholder Engagement

Serve as a key point of contact for members, directors, NAC representatives and external stakeholders.

Manage organisational email accounts and routine correspondence.

Support member communications, publications and updates.

Liaise effectively with contractors and service providers.

Systems and Operations

Maintain digital systems, records and document management processes.

Coordinate online meetings and support virtual collaboration platforms.

Support the effective use of Microsoft 365 and related organisational systems.

Contribute to continuous improvement of administrative processes and workflows.

Key Capabilities and Experience

The successful applicant will demonstrate:

Experience in an Executive Assistant, Executive Officer or similar administrative support role.

Strong organisational and time management skills with exceptional attention to detail.

Well-developed written and verbal communication skills.

Confidence working independently and managing competing priorities.

Demonstrated proficiency in Microsoft 365 and online collaboration platforms.

Sound administrative and financial processing skills.

Strong interpersonal skills and the ability to work effectively with diverse stakeholders.

Experience supporting boards, committees or governance processes would be highly regarded.

Experience within a not-for-profit, membership-based or education organisation is desirable.

Eligibility Requirements

Applicants must:

Hold, or be eligible to obtain, a Working With Vulnerable People clearance.

Hold, or be willing to obtain, a National Police Check.

Be eligible to work in Australia.

Be willing to undertake interstate travel.

Provide two professional referees.

Remuneration

Salary and conditions will be negotiated based on experience and aligned with the Clerks Private Sector Award.