The Governance Officer will provide essential administrative and coordination support to the AIDA Board and sub-committees, working closely with the People & Governance Coordinator. This role focuses on the behind-the-scenes operations that help Board meetings run smoothly and ensures key documents and communication are delivered accurately and on time. It’s a great opportunity for someone looking to build a career in governance or not-for-profit administration while contributing to meaningful work in a culturally respectful organisation.

The role also supports the AIDA President with email management, calendar scheduling, and occasional travel coordination. It’s important to note that Board and sub-committee meetings are often held on weekends and after-hours, and the Governance Officer may be required to provide support during these times.

Key Responsibilities

Coordinate Board and committee meeting logistics, including scheduling, virtual meeting setup, and distributing agendas and papers.

Prepare and format meeting documentation such as agendas, minutes, and action trackers with high attention to detail.

Organise and maintain Board records, decisions, and documentation in a secure and accessible repository.

Assist with onboarding processes for new Board members and help ensure they’re equipped with the relevant tools and materials.

Respond to routine governance and meeting-related inquiries, ensuring clear and respectful communication.

Work with internal teams to gather supporting documentation for Board presentations.

Assist with travel coordination and logistics for Board members, where needed.

Support the AIDA President with email and calendar management and assist with travel arrangements for face-to-face Board meetings.

Provide support during weekend and after-hours Board and sub-committee meetings.

This role does not carry statutory company secretarial responsibilities but may liaise with external advisors or internal leads on governance matters.

Prioritise and coordinate time-sensitive tasks in consultation with the People & Governance Coordinator to manage capacity

Support governance record-keeping processes such as maintaining Board registers, declarations of interest, or assisting with policy distribution and tracking.

Assist in preparing routine Board communications for distribution to stakeholders or members, as directed

Essential Skills

Previous experience in administrative or coordination roles, ideally within a not-for-profit or member-based organisation.

Strong skills in document preparation, note-taking, and record-keeping.

Excellent communication—both written and verbal—and customer service mindset.

Comfortable with Microsoft Office (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms.

Reliable and organised, with the ability to manage competing priorities.

Discreet and professional when managing confidential information.

Desirable Skills

Experience working with or alongside Indigenous organisations or communities.

Interest in governance principles or board operations.

Formal qualifications in administration, governance, or business.

Familiarity with remote work practices and tools.

Experience with Diligent governance software

Personal Attributes

Respectful, culturally aware, and inclusive in approach.

Calm and thoughtful communicator, capable of juggling multiple tasks.

Demonstrates initiative, accountability, and a willingness to learn.

Able to work independently with minimal guidance.

Strong sense of integrity and professionalism.

Contributes positively to team culture and supports others.

What we offer:

A flexible working environment, working from home.

A competitive salary.

Salary packaging.

15% superannuation.

20 days of annual leave, in addition to complimentary leave during the Christmas/New Year shutdown period.

ABOUT AUSTRALIAN INDIGENOUS DOCTORS' ASSOCIATION

The Australian Indigenous Doctors’ Association (AIDA) is the national body representing Aboriginal and Torres Strait Islander doctors and medical students, focused on equitable health and life outcomes for Indigenous people. We do this by working towards reaching population parity of Indigenous medical students and doctors and supporting a culturally safe healthcare system.