Executive & Board Personal Assistant

Cooinda Village Inc.; Greater Shepparton; On-site; AUD 90,000 - 130,000; Full time

Benefits offered by this job

Salary packaging benefits - rent and生活

Salary packaging benefits - meals and居

Job summary

Cooinda Village Inc. seeks an Executive & Board Personal Assistant to provide confidential, proactive administrative and governance support to the CEO and Board of Directors in a mission-driven aged care Not-for-Profit environment.

The role requires deep governance acumen, emotional intelligence, and strong coordination between the Executive team, residents, families, and funding bodies. Experience with NFP governance standards and board processes is essential.

Qualifications

• Minimum 3 years of experience as an EA/PA supporting a C-suite executive, preferably in an NFP board setting.
• Deep understanding of NFP governance structures and ACNC requirements.
• Proven ability to draft high-level correspondence, briefs, and external updates.
• Discretion, emotional intelligence, and a genuine commitment to aged care community welfare.

Responsibilities

• Act as the primary administrative contact for Board Directors and sub-committee chairs.
• Coordinate the Board calendar, meetings, AGMs and strategic planning days.
• Prepare, distribute, and maintain Board/Committee papers, agendas, and packs.
• Attend meetings to take accurate, legally compliant minutes and manage action registers.
• Ensure governance compliance and maintain registers and regulatory filings.

Skills

Board governance

Minute taking

Executive communication

Stakeholder management

Job description

The Executive & Board Personal Assistant provides high-level, confidential, and proactive administrative and governance support to the CEO and the Board of Directors. Operating within a mission-driven, highly regulated Not-for-Profit (NFP) Aged Care environment, this role acts as a crucial conduit between the Executive team, Board members, residents, and funding bodies. The position requires an experienced professional with deep governance acumen, high emotional intelligence, and an alignment with the organisation's purpose and values.

Responsibilities

The Executive & Board Personal Assistant to the CEO is responsible for:

Board Secretariat & Governance Support

Act as the primary administrative point of contact for Board Directors and sub-committee chairs.

Coordinate the annual Board calendar, including scheduling Board meetings, Annual General Meetings (AGMs), and strategic planning days.

Manage the compilation and secure distribution of Board and Committee papers, agendas, and packs.

Attend Board and Committee meetings to take accurate, legally compliant minutes and maintain the action item register.

Ensure organizational compliance with NFP governance standards and maintain the company's registers and regulatory filings.

Executive Support to the CEO

Manage the CEO’s calendar, prioritizing meetings to optimize time and focus on strategic NFP priorities.

Screen and manage incoming communications (emails, phone calls, correspondence), drafting professional responses on behalf of the CEO.

Arrange appointments, travel arrangements, conference bookings and logistics for both the CEO and Board Directors as required.

Assist in arranging staff events such as functions, annual Gala, Annual General Meeting and fund-raising events when required.

Reconcile executive and board expenses, managing the executive office budget tracking.

Provide any other reasonable assistance to the CEO when required.

Stakeholder Engagement & Mission Alignment

Build strong, respectful relationships with internal and external stakeholders, including residents, families, donors, volunteers, and regulatory bodies.

Ensure all communications leaving the Executive Office reflect the organization’s core values, mission, and community-first focus.

Liaise with government agencies, industry peaks, and advocacy bodies on behalf of the CEO and Board.

Project & Office Coordination

Conduct research and compile data to assist the CEO in preparing funding submissions, annual reports, community presentations, and strategic proposals.

Manage and maintain highly confidential executive files, governance documents, and archival records.

Qualifications & Experience Required (Key Selection Criteria)

Experience: Minimum 3 years of experience as an EA or PA supporting a C-suite executive, with a strong preference for candidates who have directly supported an NFP Board of Directors.

Sector Knowledge: Deep understanding of NFP governance structures (e.g., ACNC requirements) and the highly regulated aged care sector.

Governance Skills: Demonstrated experience in formal minute-taking and managing the logistics of board calendars and annual general meetings.

Communication: Superior written and verbal communication skills, with the ability to draft high-level correspondence, board briefs, and external stakeholder updates.

Attributes: Exceptional discretion, emotional intelligence, and a genuine commitment to improving the lives of older people in the community.

About us

Cooinda is an award-winning not-for-profit aged care organisation with over 50 years of proud history, providing outstanding person-centered care to older people and their families within our residential aged care facility and across the community. Our team is committed to delivering high-quality services that support the dignity, wellbeing, and independence of every resident.

Salary Packaging Benefits

Eligible employees can access:

Up to $611.53 per fortnight towards rent, mortgage, school fees, and other everyday expenses.

Up to $101.92 per fortnight towards meals, entertainment, and recreational activities.