Who we are

Welcome to IBN Corporation and thank you for wanting to be a part of our team.

IBN is the Trustee for the Mining Area C (MAC) Agreement between BHP Billiton Pty Ltd and the IBN Claim Group - the Yinhawangka, Banyjima and Nyiyaparli people of the Pilbara. Established in 2001, IBN is a charitable business operated for the advancement and prosperity of these communities. We provide programs and services to raise the personal, social and economic wellbeing of our members and deliver support and programs in health, education, housing, culture, enterprise development and employment. IBN’s head office is in South Hedland, Western Australia, approximately 350 kilometres north of the Mining Area C Project and we also have offices in Perth, Tom Price and Karratha.

The Opportunity

The Personal Assistant ensures professional executive support for the CEO and Executive Management Team. Our ideal candidate will provide dynamic administration and report preparation, meeting coordination and scheduling. You will have exceptional interpersonal, communication and time management skills, along with excellent knowledge of Microsoft Office suite. This position also may require representation at IBN functions with or on behalf of the CEO and Management Team.

The Role

The Personal Assistant will need to be both team oriented and have the ability to work autonomously.

• Provide efficient, accurate and confidential administrative and executive support and related services to the Executive Management Team.
• Promote effective collaboration between cross-functional teams, staff and Members.
• Provide full range of confidential administrative and clerical support services to the CEO, including filing, maintenance of registers and files, research, photocopying, drafting and compilation of manuals and reports.
• Provide timely and effective diary management by prioritising and organising meetings with internal and external stakeholders, including travel, accommodation and venue arrangements.
• Review and record all incoming Board correspondence and emails and following up on responses.
• Ensure all queries for the CEO are dealt with in a friendly, timely and efficient manner.
• Receive visitors for Executive Management Team.
• Purchasing, budget tracking and Credit Card acquittals.
• Co-ordinate events and meetings.
• Contribute to the development and improvement of WHS and risk management initiatives and practices in the workplace.
• Other duties as required.

The Requirements

• Cert IV or equivalent experience in Business Administration.
• Current WA "C" class license.
• Working with Children check, or willingness to obtain – desirable not essential.
• National Police Clearance, or willingness to obtain.
• Demonstrated experience with executive level administration.
• Well organised with a proven ability to manage multiple tasks, deadlines and competing priorities with attention to detail.
• Highly developed written and oral communication skills.
• Highly efficient in the full range of secretarial and administrative functions such as preparing correspondence, reports, Board and Committee agendas, minutes, and preparation.
• Advanced Microsoft Suite experience, including Outlook management for an executive - including calendar and email management.
• Able to maintain confidentiality and discretion, and demonstrated knowledge of compliance requirements.
• Fundamental Project management skills (scope, time, quality, cost, information, communication, risk, integration).
• Previous experience with managing travel, accommodation, event and meeting planning.
• Adhoc to travel to meetings as required (locally and intrastate).
• Experience working with Aboriginal people, Aboriginal Corporations and an understanding of Australian culture would be highly regarded.

If you would like to apply for this role, please apply via SEEK

IBN may commence appointment proceedings immediately, appoint by invitation or make no appointment at all. Only short-listed candidates will be contacted.

This opportunity is only open to candidates with the right to work in Australia.

IBN Members, Aboriginal and Torres Strait Islander members of the community are encouraged to apply.