Role Purpose
Deliver exceptional governance support at the heart of organisational decision‐making. The Board & Company Secretary Coordinator will support the effective operation of the Board, Committees and broader corporate governance framework, ensuring a seamless and professional experience for Directors and senior stakeholders.
Responsibilities
* Foster the integrity, efficiency and consistency of Board and Committee processes to support fit‐for‐purpose engagement between management and the Board.
* Provide high‐quality administrative and corporate governance support to the Non‐Executive Directors and Company Secretary team.
What You'll Focus On
* Board & Committee Coordination: Coordinate meetings, offsites, events and asset tours, ensuring a seamless and professional experience for Directors.
* Calendar & Deadline Management: Manage Board and Committee calendars, key milestones and deadlines across the governance cycle.
* Board Materials & Portal Management: Support the preparation and delivery of agendas, papers and minutes, and administer the Board portal (Diligent).
* Governance Process Control: Act as a central control point for Board and Committee materials, ensuring adherence to governance procedures, templates and standards.
* Process Improvement & Tools: Maintain and continuously improve governance processes, systems and collaboration platforms.
* Records: Maintain records and sensitive company secretarial documentation with discretion and care.
* Stakeholder & Team Support: Provide high‐quality support to Directors and the Company Secretary team, collaborate with Executive Assistants, respond to governance queries and contribute to team initiatives.
What You'll Bring
* Board & Executive Support Experience: Proven experience supporting senior leaders, Boards or Committees in complex corporate environments, including the coordination of high‐stakes meetings, materials and priorities.
* Governance & Risk Awareness: Strong appreciation of governance frameworks, executive communication standards and the role governance plays in effective decision‐making and risk management.
* Board Materials & Information Management: Experience preparing, managing and controlling sensitive Board‐level materials, records and portals, with a sound understanding of document control, information security and confidentiality.
* Organisational & Delivery Excellence: Highly organised, with the ability to manage governance cycles, deadlines and competing priorities while maintaining quality and accuracy.
* Process Improvement & Enterprise Mindset: Demonstrated capability to improve processes, drive efficiency and balance structured governance requirements with evolving business needs.
* Professional Judgement & Stakeholder Engagement: Exceptional attention to detail, strong professional communication skills, sound judgement and the resilience to remain calm and solutions‐focused under pressure.
Benefits
* Flexible working options.
* Birthday leave & purchased additional leave.
* $1,000 worth of VCX securities rewarded for eligible team members.
* Generous parental leave.
Diversity and Inclusion
At Vicinity we embrace and celebrate diversity and are committed to creating an inclusive work environment. Applications are encouraged from all sectors of the community and we strongly encourage applications from the Aboriginal and/or Torres Strait Islander community.
Contact
Email: talent.acquisition@vicinity.com.au
Phone: +61 3 7001 4000 (request to speak to the Talent Acquisition team)
To be eligible to apply, you must have existing, relevant Australian work rights. Short‐listed candidates will be required to undergo a criminal history background check as a mandatory part of the process.
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