Governance & Executive Assistant

Underwood Innovation Lab; Brisbane; On-site; AUD 70,000 - 90,000; Full time

Job summary

UiLab in Brisbane seeks a Governance & Executive Assistant to support the CEO and Company Secretary, preparing board papers and minutes, and keeping registers and deadlines up to date. The role requires coordinating Board meetings and maintaining compliance calendars in line with the council agreements.

You will also manage the CEO's meetings and travel, handle routine correspondence, and support reporting to Logan City Council.

Qualifications

• At least 2 years in an executive assistant, board support, or similar admin role.
• Experience with local government processes and reporting is highly desirable.
• Strong written communication and attention to detail.

Responsibilities

• Assist the Company Secretary with day-to-day administration under their direction.
• Coordinate Board meetings: draft agendas, collate papers, take minutes.
• Maintain actions register and follow up owners of actions.
• Maintain statutory registers and records.
• Prepare draft ASIC notifications and forms for review and lodging.

Skills

Executive support

Local government knowledge

Discretion & confidentiality

Communication

Calendar & documents management

Job description

The Governance & Executive Assistant helps keep UiLab's Board, compliance and reporting work organised and on time, and provides day-to-day executive assistance to the CEO. As a company wholly owned by Logan City Council, UiLab must meet its obligations under the Corporations Act 2001 (Cth) and a Funding and Governance Agreement with Council. The role assists the Head of Operations & Governance, as Company Secretary, by preparing board papers and minutes, keeping registers and records up to date, and tracking every compliance deadline. The role also supports the CEO by managing administrative duties such as correspondence and meetings.

Key responsibilities

• Assist the Company Secretary with the day-to-day administration of the company, working under their direction and review
• Coordinate Board meetings, including drafting agendas, collating and distributing board papers, and attending to take minutes
• Maintain the actions register, and follow up actions with owners
• Maintain statutory registers and records
• Prepare draft ASIC notifications and forms for the Company Secretary to review and lodge, such as officeholder changes and annual review documents
• Maintain the register of directors' interests and collect updated disclosures
• Maintain the annual Board and committee meeting calendar and the board document library
• Maintain the compliance calendar of obligations under the Funding and Governance Agreement with Logan City Council, and send reminders ahead of each deadline
• Assist with reports to Logan City Council, including collecting inputs, formatting, version control and preparing documents for Board approval
• Manage the CEO's meetings and travel, monitor the CEO's inbox, draft routine correspondence and pass matters to the right person

About you

• At least 2 years' experience as an executive assistant, board support officer or in a similar administrative role
• Experience working in or with local government, ideally in a council, council-controlled entity or local government-owned enterprise
• Understanding of how local government works, including council and committee meeting processes, the annual budget cycle, and how reports and approvals move through council
• Awareness of the Local Government Act 2009 (Qld) and Local Government Regulation 2012 (Qld), and the accountability and transparency expected of a council-owned beneficial enterprise
• Ability to build effective working relationships with council officers and understand council priorities and protocols
• Exceptional organisation and attention to detail, with the ability to manage several deadlines at once
• High discretion with confidential and sensitive information
• Strong written communication, including correspondence and document formatting