Are you an experienced and highly-organised Executive Assistant seeking your next challenging and rewarding role providing exceptional executive support in a not-for-profit organisation? If so, the Coalition of Peaks Policy and Secretariat Team have just the role you’re looking for.

About the organisation

The Coalition of Peaks is a representative body of more than 80 Aboriginal and Torres Strait Islander community controlled peak organisations and members who have come together to Close the Gap, in partnership with Australian governments.

We share a belief that Aboriginal and Torres Strait Islander people should have a meaningful say on policies and programs related to Closing the Gap through formal partnerships with Australian governments at all levels.

The CoP Policy and Secretariat Team (CoP Secretariat) supports the work of the Coalition of Peaks, providing high level and comprehensive policy and strategic advice to Peaks Members, to support the implementation and monitoring of actions in the National Agreement on Closing the Gap. 

The Executive Assistant is a part of the Office of the Executive Director Team. This team is responsible for managing and supporting the corporate and executive functions of the Secretariat, including finances, coordination of office and business activities, supporting the Peaks Members to come together for meetings, and being the professional face for the Secretariat.

About the Role

The Executive Assistant plays a key role as the first point of contact for the CoP Secretariat. The Executive Assistant has significant responsibilities including the efficient management of the CoP Secretariat inbox, coordinating meetings and events, and providing superior administrative and executive support for the Executive and Deputy Executive Directors.

The Executive Assistant works closely with internal and external stakeholders, maintaining a high level of professionalism, confidentiality and discretion in all their interactions. 

The role operates in a fast-paced, frequently-changing environment and the Executive Assistant must be flexible and able to pivot to support the functioning of the Office of the Executive Director as business requirements progress rapidly.

The position is office-based in Canberra and will be offered as a full-time, ongoing role.

About You

You are an experienced Executive Assistant with exceptional organisational and administrative skills, and the ability to manage multiple priorities simultaneously. Your prior experience combined with your ability to work both autonomously and as a team player ensures you can adapt to the fast-paced work environment.

To be successful in this role, your strengths will be your attention to detail, collaborative working style, and capacity to learn quickly. You will exercise good judgement, be flexible and solutions-focussed, have excellent organisation and communication skills, and the ability to liaise with stakeholders at all levels within and outside the organisation. The ability to build and sustain positive, professional relationships is critical.

To apply

Apply via email to  or directly through CareerOne.

Applicants should review the below Position Description, which includes further details on the key duties and selection criteria and submit:

• A current CV highlighting your experience and qualifications, including details of at least two referees; and
• A one-to-two-page pitch demonstrating why you are the right person for the position.

Closing date: Applications must be received by 11:59pm on Monday 10 February 2025.

We encourage and welcome applications from Aboriginal and Torres Strait Islander peoples, people with disability, LGBTQIA+ people, people from culturally and linguistically diverse backgrounds and mature age people. 

Enquiries

If you would like to know more about the role, please contact the Recruitment team via email at .

For general information about the Coalition of Peaks visit our website.

What’s on offer (mandatory fields)

Generous not-for-profit Salary Packaging benefits (up to $18,550) 

Job satisfaction including excellent opportunities to grow one’s skills 

15% Superannuation

POSITION DESCRIPTION

THE ROLE

The Executive Assistant is responsible for providing a high standard of administrative and secretariat support to the Executive Director, Deputy Executive Director and Executive Officer as a key member of the Office of the Executive Director, in the Coalition of Peaks Policy and Secretariat Team. The Executive Assistant engages regularly with the broader Policy and Secretariat Team and with internal and external stakeholders at all levels.

Key Duties 

Under broad supervision, the Executive undertakes duties that include, but are not limited to:

• Proactively managing the Secretariat inbox, responding to emails, assigning tasks on behalf of the Executive Director, co-ordinating and following up on responses and action items to ensure tasks are completed within set timeframes.
• Managing the email, diary, and calendar of the Executive Director and Deputy Executive Director, anticipating requirements, prioritising meetings, and initiating the timely provision of material for all meetings, including meeting packs.
• Coordinating meeting logistics, including venue arrangements, video conference bookings, catering, attendance tracking, and audio-visual support to ensure smooth execution of meetings and events.
• Supporting the Executive Officer to review and prepare a range of submissions, reports, correspondence, and briefs.
• Documenting meeting outcomes, including decisions, action items, and follow-up tasks, for timely distribution and tracking.
• Supporting the members of the Office of the Executive Director with administrative tasks such as travel arrangements and invoice processing.
• Using the team document management system, SharePoint, and OneNote to file and share meeting materials and manage information collaboratively with the Office of the Executive Director.
• Developing and implementing processes and practices and identifying opportunities to improve workflows in and out of the Office of the Executive Director.
• Supporting the positive cohesion of the Policy and Secretariat Team.
• Supporting the Lead Convenor of the Coalition of Peaks as required. 
• Demonstrating leadership through their own behaviour, and their expectations of others behaviour, to maintain our high standard of service delivery for Aboriginal and Torres Strait Islander peoples.
• Complying with all organisational policies and procedures, and work, health and safety requirements.
• Performing other duties as requested, consistent with the position.

SELECTION CRITERIA

• Highly developed cultural competency, including:
• A deep understanding of the issues affecting Aboriginal and Torres Strait Islander Peoples and communities.
• Demonstrated experience engaging with Aboriginal and Torres Strait Islander people, leaders, and communities.
• Demonstrated experience providing high-quality executive and administrative support to Executive leaders. Significant experience in similar roles is essential.
• Strong written and verbal communication skills and the demonstrated ability to engage effectively with internal and external stakeholders of all levels.
• Demonstrated ability to show initiative, take ownership of tasks, identify solutions to challenges, and manage workloads independently without the need for close supervision.
• Demonstrated ability to appropriately plan, prioritise and manage multiple tasks to required standards and timeframes.
• Proficiency in computer software, including document management systems, advanced use of SharePoint, OneNote, calendars, and other relevant Microsoft programs. 
• Demonstrated high level of integrity, judgement and discretion.