Overview
Executive Assistant for CEO and Chairperson
Community Enterprise Queensland (CEQ) seeks a dedicated individual to fill the roles of Secretary to the Board of Management and Executive Assistant to the Chairperson and CEO. The role provides high‑quality secretarial and administrative support to CEQ’s governance, executive, compliance, and strategic objectives. The Executive Assistant will work with a cross‑cultural, geographically dispersed team from Cairns to Cape York Peninsula, Gulf of Carpentaria, North Queensland, and the Torres Strait Islands, aligning with CEQ’s vision and values.
Responsibilities
- Provide comprehensive administrative and executive support, including calendar management, scheduling meetings, and arranging travel for the Board Chairperson and the CEO.
- Proactively manage the Board Chairperson’s and CEO’s office diary, plan regular meetings, and prepare supporting documents.
- Take and transcribe dictation, prepare and review confidential correspondence, reports, presentations, and other complex documents.
- Provide confidential secretarial and executive support to the Chairperson and CEO, facilitating Executive Management Team matters as required.
- Support the Board and subcommittee secretariats to schedule, organize, and facilitate Board of Management and subcommittee meetings; prepare agendas, papers, minutes, and track action items.
- Prepare records such as agendas, notices, actions, minutes, and resolutions for corporate meetings (e.g., Senior Leadership Team, Executive Management Team).
- Manage incoming and outgoing communications for the Board Chairperson; oversee communications for the CEO, including social and other media activities; monitor emerging issues to keep key stakeholders informed.
- Maintain documents and records, including efficient document management and retrieval; keep Convene Board of Management system and records up to date.
- Support strategic organizational matters, assist with developing and implementing improvements and internal processes, and contribute to project planning as required.
- Plan and coordinate events and meetings across locations (e.g., Executive Management Team meetings, stakeholder functions, internal events, ceremonies).
- Ensure adherence to legal and regulatory requirements related to CEO and Chairperson operations; assist with quarterly and annual reports.
- Maintain strong relationships with internal and external stakeholders; manage CEO expenses within budget; ensure compliance with audit protocols and CEQ policies and procedures.
- Support cross‑cultural collaboration and contribute to building a positive team environment; perform other reasonable duties as requested by the CEO.
- Demonstrate high levels of time management, attention to detail, confidentiality, and effective written and oral communication; manage multiple projects and initiatives with clear coordination and collaboration.
- Willingness to travel occasionally to other locations, including travel by small aircraft or ferries.
- Current Criminal History check - no more than 3 months old.
- Aboriginal and Torres Strait Islander Peoples are strongly encouraged to apply.
Qualifications & Experience
- Relevant qualification in business administration and/or equivalent high‑level executive, secretariat, or administrative experience.
- A minimum of 5 years of previous experience in a similar role within government or public environments is desirable but not essential.
- Experience in planning, organizing, scheduling, and document preparation, ensuring administrative tasks are completed accurately and on time.
- Experience planning and executing events, including logistical arrangements and budget management.
Software & Systems
- Intermediate to advanced level of competency in Microsoft Office Suite (Word, Excel, PowerPoint, Teams).
- Experience with Board management systems (e.g., Convene) and document management systems; familiarity with virtual meeting platforms.
Team
- Work as part of the Thrive team, within the CEO’s office, providing support to the CEO as required.
- Strong relationship‑building skills for effective interaction with Board members, the Executive Management Team, and culturally diverse stakeholders; maintain professionalism, integrity, and respect.
- Collaborative team player with customer service focus and ability to respond to cross‑cultural needs.
- Ability to work in a cross‑cultural workplace and provide peer support to team members.
Digital
- Develop competency in the ethical use of AI technologies where appropriate and approved by the CEO.
Annual Performance Partnership
CEQ team members will complete an Annual Performance Partnership (APP), a structured performance and professional development discussion aligned with KPI’s and CEQ values.
Seniority level
- Mid-Senior level
Employment type
- Full-time
Job function
- Administrative, Management, and Project Management
Industries
- Accounting, Manufacturing, and Retail
Aboriginal and Torres Strait Islander Peoples are strongly encouraged to apply.
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📌 Executive Assistant for CEO and Chairperson
🏢 Community Enterprise Queensland
📍 Cairns Regional