Executive Officer / Assistant

Ohana For Youth; Gold Coast City; On-site; AUD 90,000 - 120,000; Full time

Benefits offered by this job

Salary packaging benefits

Job summary

Ohana for Youth is seeking an experienced Executive Officer to provide high-level administrative and governance support to the CEO and Board. This role involves coordinating board activities, maintaining governance records, drafting papers, managing the CEO's diary, and liaising with regulators and stakeholders.

The successful candidate will demonstrate discretion, excellent communication, and strong organisational skills to balance competing priorities within a growing organisation serving

Qualifications

• Experience providing executive, governance or high‑level administrative support.
• Experience with board governance and meetings.
• Ability to handle confidential information with discretion.

Responsibilities

• Prepare board agendas and supporting documentation.
• Maintain board registers and governance records.
• Take minutes and draft board papers.
• Coordinate meetings and travel arrangements for the CEO.
• Support regulatory compliance activities and inquiries.
• Provide broad executive support to senior leaders.
• Assist with preparing correspondence and briefing documents.

Skills

Executive support

Governance

Diary management

Stakeholder liaison

Confidentiality

Education

Diploma or Bachelor Degree

Job description

Provide high-level executive and governance support to the CEO and Board within a growing organisation supporting young people.

Ohana for Youth is a growing organisation committed to providing innovative education and support services that create meaningful opportunities for young people. We are seeking an experienced and highly organised Executive Officer to provide high-level executive and governance support to our Chief Executive Officer and Board.

This is an important role working closely with the CEO, Board Chair, Board members and senior executive team. You will help ensure the effective coordination of Board and executive activities, governance requirements, documentation, meetings and organisational priorities.

The successful applicant will bring excellent communication and organisational skills, a high level of discretion and confidentiality, and the ability to manage competing priorities while ensuring important actions and deadlines are followed through.

Ohana for Youth is committed to promoting a safe, inclusive and culturally responsive environment for all students, ensuring their safety and wellbeing is prioritised in every aspect of the organisation's operations. We recognise our fundamental duty of care and are fully committed to the safety and wellbeing of all children and young people in our community. This responsibility is shared by every member of our organisation - leaders, staff, volunteers, and contractors - and extends across all aspects of school life and operations.

The Executive Officer will provide comprehensive executive and administrative support to the CEO and Board, with responsibilities including:

• Supporting the CEO and Board Chair with the preparation of Board agendas, meeting packs and supporting documentation.
• Maintaining Board registers, the Board calendar and key governance documentation through BoardPro.
• Taking minutes, preparing Board papers and registers, drafting correspondence and proofreading documentation.
• Supporting NSSAB, ASIC and ACNC requirements, including professionally managing enquiries and requests for information.
• Managing the CEO's diary, meetings, travel arrangements and other executive commitments.
• Drafting correspondence, briefing papers and presentations for the CEO.
• Attending meetings with the CEO, maintaining accurate notes and coordinating follow-up actions.
• Working with the CEO and Executive team to ensure Board deadlines and actions are achieved.
• Preparing draft responses to subpoenas, legal documentation and requests for information from regulators and third parties.
• Providing secretarial support for Executive meetings and other key internal committees.
• Coordinating meetings, events and logistics with internal and external stakeholders.
• Assisting with credit card reconciliations, expenses, purchasing and other administrative processes.
• Providing administrative support to other senior executive leaders as required.
• Managing organisation-wide gift cards and associated administrative processes.
• Undertaking other duties as required by the CEO.

• Experience providing executive, governance or high-level administrative support, preferably within an organisation working with a Board.
• Experience working with diverse Boards and senior stakeholders.
• High-level written and verbal communication skills.
• Demonstrated ability to work with confidential and sensitive information.
• Exceptional attention to detail and experience preparing formal correspondence and briefing papers.
• Strong organisational and time-management skills, with the ability to manage competing priorities and meet deadlines.
• Ability to work independently, self-manage and proactively follow up outstanding actions.
• Strong analytical and problem-solving skills, with the ability to manage complex administrative matters.
• Diploma or Bachelor Degree, preferably in a relevant discipline.
• Current and valid Queensland Paid Working with Children Blue Card.
• Current and valid Queensland Driver Licence.
• Ability to participate in a bi-annual Australian Federal Police Check.

Why Join Us?

• Work closely with the CEO, Board and senior executive team.
• Play an important role in supporting the governance and operation of a growing organisation.
• Work across a varied executive support role where every day brings different priorities and challenges.
• Contribute to an organisation focused on creating positive outcomes for children and young people.
• Access to generous salary packaging benefits through our Public Benevolent Institution (PBI) status.
• Be part of an organisation committed to creating safe, inclusive and culturally responsive environments for young people.

Applications will be reviewed as they are received, and the position may be filled prior to the closing date.