Secretariat Administrator

Job Overview

Our client is looking for an Executive Assistant who will serve as the behind-the-scenes engine for multiple advocacy boards, managing everything from stakeholder reports and board meeting preparation to social media scheduling and media release distribution. This role demands exceptional attention to detail, strong formatting and branding skills, and the ability to work independently while proactively identifying opportunities to streamline workflows. You will be the go-to person ensuring that every document, agenda, and communication meets a high standard before it reaches board members or the public.

Client Overview

Our client is a secretariat firm that serves five different advocacy boards at state and federal government levels in Australia. The team works fully remotely across Victoria and New South Wales, providing executive support, policy coordination, and communications for boards that engage with ministers and government stakeholders.

Schedule: Monday - Friday, 9:00 AM - 5:00 PM AEST/AEDT, with 1 hour unpaid break (40 work hours per week)

Responsibilities

• Create secretariat reports for board papers including stakeholder reports and communications reports
• Prepare and format board meeting agendas ensuring 100% accuracy in formatting and branding
• Upload and schedule social media posts using Post Planner
• Publish media releases and content updates to Squarespace and WordPress websites
• Distribute media releases via MailChimp to subscriber lists
• Conduct mail merges for delegation follow-ups and ministerial meeting coordination
• Manage and respond to incoming emails on behalf of the boards
• Support the development of workflows and automation processes in Asana to streamline operations
• Maintain consistency in branding and formatting across all client-facing materials
• Proactively identify areas for process improvement and efficiency gains

Requirements

• Proven experience as an executive secretary, virtual assistant, or in a similar administrative support role
• Exceptional attention to detail with strong formatting and document presentation skills
• Experience with social media management and scheduling tools
• Proficiency with website content management systems
• Email marketing platform experience
• Comfortable managing multiple boards or clients simultaneously

Nice to have:

• Bonus if you have experience with Asana and can help build workflows from scratch
• It helps if you have familiarity with Post Planner for social media scheduling
• Bonus if you have worked with Squarespace or WordPress for website updates
• It helps if you have experience with MailChimp or similar email marketing platforms
• Bonus if you have worked in a secretariat, board support, or governance environment
• It helps if you have knowledge of automation tools and AI applications for administrative tasks

Independent Contractor Perks

• Permanent work from home
• Immediate hiring

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.