Executive Support Coordinator (Governance)

Palladium; City of Brisbane; Hybrid; AUD 90,000 - 130,000; Full time

Job summary

Palladium is seeking an experienced Executive Support Coordinator (Governance) to support the Senior Leadership Team and governance forums. You will coordinate governance processes, maintain calendars, and ensure actions and deadlines are followed through.

You will draft papers, minutes and briefing materials, work with chairs on structured agendas, and leverage Microsoft Copilot and AI tools to improve governance efficiency.

Qualifications

• Minimum 5 years’ experience in governance, board secretariat or similar role.
• Experience managing agendas, papers, minutes and action tracking.
• Strong stakeholder engagement with senior executives.
• Proven ability to follow through on actions and commitments.
• Exceptional written communication, minute-taking and briefing skills.
• Advanced capability with Microsoft 365 and AI tools (Copilot).

Responsibilities

• Provide high-quality governance and secretariat support to the Leadership Team and governance forums.
• Maintain an annual governance calendar covering meetings, planning forums and deadlines.
• Coordinate end-to-end meeting management: scheduling, venue logistics, papers and briefings.
• Develop structured agendas with chairs aligned to priorities and decisions.
• Ensure timely distribution of papers and governance papers per standards.
• Produce minutes capturing decisions, accountabilities and deadlines.
• Maintain governance records: minutes, decision registers and documents.
• Follow up action owners, track progress and report to chairs and leadership teams.
• Support governance reviews and continuous improvement of processes.
• Provide executive support for high-level meetings, workshops and events.
• Draft and proofread correspondence, reports and presentations for internal/external audiences.
• Use AI and technology to improve governance efficiency and ways of working.

Skills

Governance

Board secretariat

Stakeholder engagement

Minutes

Executive support

Tools

Microsoft Copilot

Microsoft 365

Job description

• Location: Brisbane(Hybrid)
• Contract: Full-time,fixed term to 29 September 2028

About the Role

Play a central role in strengthening governance,accountability and decision-making across one of Australia’s largestinternational development programs. We are seeking an experienced Executive Support Coordinator(Governance) to support PLMSP’s Senior Leadership Team and key governanceforums. This critical role underpins the effectiveness of PLMSP’s leadership structures. Working closely with senior leaders, you will coordinategovernance processes, support informed decision-making, and ensure actions,commitments and priorities are followed through. This opportunity is ideal for governance professionals, boardsecretaries, committee secretaries and governance coordinators who enjoycreating structure, maintaining accountability and supporting senior leaders tooperate effectively.

About Pacific LabourMobility Support Program

The Pacific Australia Labour Mobility (PALM) scheme is a signature initiative for the Australian Government that enables workers from 9Pacific Island Countries (PICs) and Timor-Leste to work in priority sectors inAustralia. The Pacific Labour Mobility Support Program’s (PLMSP) role is to provide the Department of Foreign Affairs and Trade (DFAT) and governments in 9PICs and Timor-Leste with support to enable workers to access PALM scheme ininclusive ways that maximise the benefits for the workers and nationaleconomies while minimising risks from labour mobility participation. Palladium is contracted to deliver PLMSP on behalf of DFAT.

PrimaryResponsibilities

• Provide high-quality governance and secretariat support to the ProgramLeadership Team, Senior Leadership Team and other governance forums asrequired.
• Maintain an annual governance calendar covering standing meetings, planningforums, workshops and governance deadlines.
• Coordinate end-to-end meeting management, including scheduling, venuelogistics, agenda development, and preparation and distribution of papers andbriefing materials.
• Work with meeting chairs to develop structured agendas aligned with programpriorities and decision-making requirements.
• Ensure meeting papers are distributed in line with agreed timeframes andgovernance standards.
• Produce high-quality minutes that clearly capture decisions, accountabilitiesand deadlines.
• Maintain accurate governance records, including decisions, minutes, actionregisters and associated documents.
• Proactively follow up action owners, track progress and report status tomeeting chairs and leadership teams.
• Support governance reviews and continuous improvement of meeting effectivenessand decision-making processes.
• Provide executive and administrative support as required, includingcoordinating high-level meetings, workshops and events.
• Draft,edit and proofread high-quality correspondence, reports, presentations andother documents for internal and external audiences.
• Use AI, data and technology, including Microsoft Copilot, to improve governanceefficiency and ways of working.

About You

• Experienced governance professional who can buildtrusted relationships, manage competing priorities and maintain accountabilitywith senior leaders.
• Minimum 5 years’ experience in governance, board secretariat, committeesecretariat, governance coordination or a similar governance-focused role.
• Demonstrated experience managing agendas, meeting papers, minutes, actiontracking and governance records.
• Strong stakeholder engagement skills and confidence working with seniorexecutives.
• Proven ability to follow through on actions and commitments.
• Exceptional written communication, minute-taking and briefing skills.
• Strong judgement, discretion and experience handling sensitive information.
• Advanced Microsoft 365 capability and experience using technology and AI tools,including Microsoft Copilot, to improve productivity and governance outcomes.
• A proactive, collaborative and solutions-focused approach.
• Experience in government, international development, boardgovernance or another complex organisational environment will be highlyregarded.

We are committed to building a diverse, geographicallydispersed workforce to strengthen our support. We encourage applications frompeople from Pacific Island countries, Timor-Leste, Australia and other relevantcontexts. Applicants must have valid Australian or country-specific work rightsto be considered for this position. Visa sponsorship is not available.

We strongly encourage people with disability to apply.Sharing information about disability or access needs will not negatively affectyour application. You are welcome to tell us as much as you feel comfortablesharing so we can work with you on any adjustments you may need. If you wouldlike further information or assistance, please contact [e-mail]

Salary and benefits: Competitive salary package plus 12% superannuation.

Please note: While this role does not involve direct work with children, the successful candidate will still be required to complete a police check and relevant due diligence checks as part of Palladium’s commitment to being a child-safe organisation.

About Palladium

Palladium is a global development and consulting firm, partof the GISI Consulting Group, working alongside some of the world’s leadingproject management and engineering organisations. We partner with governments,businesses, investors and communities to design and deliver complex programsthat create lasting impact. With a presence across more than 90 countries,Palladium offers the opportunity to work on meaningful challenges, alongsidetalented colleagues, in environments where your work can truly make adifference.

Equity, Diversity& Inclusion

Palladium is committed to embedding equity, diversity, andinclusion into everything we do. We welcome applications from all sections ofsociety and actively encourage diversity to drive innovation, creativity,success and good practice. We positively welcome and seek to ensure we achievediversity in our workforce; and that all job applicants and employees receiveequal and fair treatment regardless of their background or personalcharacteristics. These include: (but are not limited to) socio-economic background,age, race, gender identity and expression, religion, ethnicity, sexualorientation, disability, nationality, veteran, marital or Indigenous status.

Should you require any adjustments or accommodations to be made due to a disability or you are a neurodivergent individual or for anyother circumstance, please email our team [e-mail] and we will be in touch to discuss.

Safeguarding

We define Safeguarding as all the actions taken by Palladiumto protect our people, communities where we work and our clients from harm,including Sexual Exploitation, Abuse or Sexual Harassment; Child Abuse in anyform; Trafficking for sexual exploitation of adults or children and any form ofTrafficking of children. We have zero tolerance for all forms of child abuse aswell as sexual exploitation, abuse and harassment and zero-tolerance forinaction to prevent, protect against, respond to and report harm. We arecommitted to ensuring that all children and adults who come into contact withPalladium are treated with respect and are free from abuse. All successfulcandidates will be subject to an enhanced selection process includingsafeguarding-focused interviews and a rigorous due diligence process. Our Codeof Conduct and Child Safeguarding and Protection against Sexual Exploitation,Abuse and Harassment Guidelines have additional details.