As the Executive Business Support Officer, you’ll play a key role in ensuring the smooth day-to-day running of the CEO’s office and IPAA NSW more broadly. This is a hands-on permanent role combining high-level governance, administrative support, HR coordination, and office management.

You’ll be the engine behind our internal operations— supporting governance and compliance, and coordinating key organisational projects and milestones.

Key Responsibilities

Governance and Compliance

Coordinate and attend extensive Council and Executive meetings including logistics, agendas and minutes

Prepare board and Council papers, minutes, reports and policy documents

Ensure compliance with internal policies and record-keeping standards

Support the Company Secretary in all secretariat duties

Provide support to ensure IPAA's compliance with the Australian Charities and Not-for-profits Commission Act 2012 (Cth) and ACNC Governance Standards

Maintain the organisation’s registration with the ACNC and update records as required

Ensure proper execution and custody of important legal documents.

Executive Support

Draft, edit and format correspondence, reports, presentations and meeting papers

Maintain stakeholder contact lists and assist with member database updates

Support internal HR processes and policy upkeep

Manage CEO’s diary, travel, LinkedIn activity, and inbox

Provide support to the CEO including preparing for presentations and meetings

Office Management

Oversee general office operations, including building management, stationery and kitchen supplies

Maintain meeting rooms and ensure smooth running of office infrastructure

Special Projects

Oversee and track the new strategic plan implementation

Contribute to strategic initiatives, large-scale events, and organisational milestones

Deliver ad hoc projects in support of executive priorities

What We’re Looking For

At leave 5 years of proven experience in office management, governance and business support, preferably in the public sector

Certificate IV in Business Administration or similar

Certificate IV in WHS or willingness to obtain

Extensive experience in minute taking and supporting governance functions

Excellent communication skills—verbal and written

Strong understanding of ACNC requirements

High attention to detail, integrity and strong problem-solving skills

Strong time management and organisational abilities

Governance Institute training (highly desirable)

Proficient in Microsoft Office and comfortable with databases (e.g. IMIS)

Friendly, proactive, and able to work autonomously

This role is ideal for someone who: enjoys keeping things running smoothly, is passionate about governance, loves working in a small, high-performing team environment, and takes initiative and thrives on variety, so if this sounds like you, we’d love to hear from you.

Benefits

Hybrid working environment (3 days in the office, 2 days WFH)

Friendly team culture

Regularly attend our online and in-person events to hear the latest trends in the sector from inspirational leaders

Opportunities to attend our learning courses to grow your own capabilities

Support for you to complete any required training as part of the secretariat or HR duties

Accrue up to 1 flex day per month.

How to Apply

Please submit your resume and a cover letter outlining your qualifications and experience relevant to this role via Seek by Friday 30 May 2025

Our ad may close earlier than the specified closing date should a suitable candidate be found as we will be shortlisting and interviewing as applications are received.