The Role

The Executive Assistant role provides high‑level administrative, operational and governance support to the Chief Operating Officer (COO) and the Board. The role is responsible for coordinating executive and Board activities, managing confidential information, and supporting governance and committee processes. In addition, the role plays a key part in project coordination across the COO’s portfolio, supporting the planning, tracking and delivery of strategic initiatives by liaising with stakeholders, maintaining documentation and monitoring progress. Through strong organisation, discretion and proactive follow‑up, the Executive Assistant enables the effective operation of the COO’s office and supports organisational priorities.

Duties & Responsibilities
Executive Support

• Provide comprehensive executive assistance to the COO, including calendar management, meeting coordination, travel arrangements, and correspondence.
• Provide effective and efficient support to the COO, including the collation, presentation and distribution of meeting papers and documentation, and providing a thorough and timely follow-up regarding key issues and tasks that require action.
• Facilitate communication flow between the COO, Executive Board members, internal directorates and external parties.
• Manage confidential and sensitive information with the utmost discretion and professionalism.

Board and Sub-Committee Management

• Support the Black Dog Boards and Board Committees* and BDI Company Secretary with the following:
• Coordinate preparation of agendas, attendees, invites, meeting minutes and action items and may include meeting room set up and catering.
• Collate all meeting minutes, actions and agendas accurately and distribute copies to all attendee’s pre and post meeting.
• Ensure the annual calendar of Board / Committee meetings is established and maintained 12 months in advance, outlining whether meetings are face to face or online.
• Ensure all documents are filed confidentially and accessible for all members involved.
• Manage, enhance and maintain the Board platform related to the above.

*Black Dog Subcommittees may change from time to time depending on the works being completed.

Administration & Operational Support

• Provide secretarial and administrative support for BDI internal committees relating to the COO portfolio (including Operational Leaders Group, IT Governance Group and others as required).
• Coordinate preparation of agendas, attendees, invites, meeting minutes and action items and may include meeting room set up and catering.
• Draft correspondence, briefing notes, memos, presentations and other documents and communications where required.
• Assist in the organisation of event registration processes, catering, set up, clean up & accommodation where required.
• Provide systematic and dependable follow up of issues and tasks and ensure they are handled in a timely fashion.
• Coordinate events such as team meetings, symposiums, seminars, training sessions, and committee meetings as required by the COO.
• Coordinate and maintain accurate, accessible, and up-to-date information such as records, systems, and processes.
• Maintaining and updating contact lists and database when required.
• Assist with the reconciliation of credit card expenses.
• Manage meeting set-up and arrangements including schedules of events, preparation of agendas and papers, minute taking and action points for the COO.
• Provide ad hoc support as required to enable smooth operations of the COO’s office.

Project Support & Coordination

• Assist in the planning, tracking and coordinating key projects and initiatives under the COO’s strategic portfolio.
• Coordinate cross-functional teams and stakeholders to promote collaboration and timely progress.
• Organise project documentation, status reports and updates for executive review.
• Identify potential risks and escalate issues as needed to maintain project momentum.
• Conduct research and gather data to support key projects and initiatives as required.

Work, Health and Safety

• Comply with all WHS legislation WHS Policy and Procedures.
• Report any WHS hazards and significant issues to Director of, People & Culture or delegate.
• Work in a safe manner, applying duty of care.

Skills & Experience Required 

Selection Criteria

1. Experience in provision of Executive support services in a large complex organisational setting.
2. Experience in Board support and/or assistant company secretary type functions and duties.
3. Ideally, 5 years’ experience in admin assistant/team assistant capacity in providing senior level administration support.
4. Minimum Diploma or Cert IV in Business Administration (or equivalent) and/or possess a minimum of 3 years’ work experience in a fast-paced office environment.
5. Demonstrated stakeholder engagement skills, exposure to working with executive leadership team and board members.
6. High level of interpersonal and communication skills including the ability to liaise with a diverse group of people from varying backgrounds and seniority.
7. Proven organisation skills with the ability to multitask/manage multiple projects simultaneously and achieve results on deadline.
8. High level of computer literacy with sound skills in Microsoft Office applications, particularly, Outlook, Word and PowerPoint.
9. Proven ability to work autonomously and contribute effectively as a team member.
10. Proven ability to work efficiently in a high-volume environment and with initiative to identify, analyse and resolve administrative issues ensuring effective outcomes and process improvements.
11. Ability to and familiarity with dealing with sensitive and confidential data and communicates tactfully with a range of audiences and stakeholders.
12. Demonstrated accurate and confidential record keeping and attention to detail.
13. Demonstrated time management and task management skills.
14. A knowledge of EEO principles and WHS responsibilities and commitment to attending relevant WHS training.

Inclusion at BDI  

We are committed to fostering an inclusive and accessible recruitment experience where all candidates can fully participate in the process.

We warmly encourage applications from First Nations peoples, culturally and racially diverse communities, LGBTQIA+ individuals, people with disabilities, and others from underrepresented backgrounds.

We recognise that not everyone has had equal access to opportunities, and valuable skills and perspectives can be gained through diverse life experiences.

If this role excites you but you don’t meet every listed requirement, we still encourage you to apply as your lived experience and insights are important to us.

Accessibility

If you have accessibility requirements or require information in an alternative format, please email recruitment@blackdog.org.au or phone.

Privacy

We respect your privacy and confidentiality. We only provide information to other staff where it is needed to arrange workplace adjustments.

How to Apply 
To become a part of the Black Dog Institute team, follow the link to ELMO to apply and submit your most up to date resume. If you are shortlisted for the role, we will call you and let you know you are successful. Please do not respond to any suspicious emails requesting you to upload your ID or personal details. 

Please note: All offers of employment are subject to background checks, which may include police checks, reference checks, and verification of qualifications, as relevant to the role’s requirements.