Position Purpose:

This multifaceted role is central to enabling the operational and strategic effectiveness of the CEO, MEO and CFO. It provides high-level administrative and executive support while also driving internal project coordination, HR process alignment and interpretation, supports grant reporting and compliance, and internal and external communications. The position supports streamlined operations, helps uphold the Marthakal brand and communication values, and contributes to payroll and finance coordination within Corporate Services.

The role helps bring the Marthakal Master Planning Strategy to life.

Key Responsibilities:

Executive and Administrative Support

Manage CEO and CFO calendars and correspondence

Prepare agendas, draft minutes, and coordinate logistics for internal meetings and stakeholder engagements

Draft and format reports, letters, and board papers with precision and discretion

Project Officer

Track and report on strategic projects under the Master Planning Strategy

Assist in the development, monitoring, and reporting of grant activities and deliverables

Coordinate cross-departmental action plans and follow-up on executive priorities

Support HR administration, staff onboarding, role documentation and performance schedule alignment

Provide finance and payroll administrative support under the guidance of CFO

Communications and Brand Oversight

Draft and edit internal memos, newsletters, and public-facing material aligned with Marthakal’s values

Maintain website and digital presence in collaboration with contractors or internal staff

Coordinate social media and visual communication campaigns

Ensure communication activities align with and reinforce Marthakal’s visual identity and brand strategy

Coordinate and store image and story assets for use in advocacy and communication

Key Relationships

Stakeholder

Purpose

CEO and CFO

Daily reporting and alignment of tasks and projects

Corporate Services Team

HR processes, payroll coordination, finance support

Program Managers and Coordinators

Tracking projects, communication of outcomes, team coordination

Board Secretary

Preparation of board papers and schedules

External Stakeholders and Funders

Grant compliance, reporting, and communications

Yolŋu Staff and Community

Cultural integrity in communications and respectful internal support

Key Performance Indicators (KPIs)

Executive Support

CEO and CFO meetings scheduled and prepared; 95%+ satisfaction on administrative coordination

Project Coordination

100% of grant milestones tracked; progress reports submitted on time

HR Coordination

Staff files and onboarding processes up to date; probation and review schedules met

Finance/Payroll Support

Timesheets and payroll submitted accurately and on time; 100% compliance with data entry standards

Communications

Monthly newsletter; active stakeholder engagement; visual branding consistent across platforms

Brand Oversight

At least one campaign or communications initiative per quarter supporting the Master Planning Strategy

Strategic Alignment

Organisational Leadership & Cohesion: This position ensures that Marthakal’s senior leadership is well supported, coordinated, and responsive across operational, communication, and strategic domains.

Implementation of the Master Plan: The position directly supports key initiatives outlined in the Marthakal Master Planning Strategy, through aligned project tracking, information management, grant compliance, and coordination across units.

People, Culture & Communication: The role contributes to building a values-led, strategic organisation by supporting internal HR processes, reinforcing brand and communication strategy, and upholding cultural integrity and Yolŋu voice across all outward-facing communication.

Selection Criteria

Essential:

Demonstrated experience in high-level executive assistance, project coordination, or operations roles

High-level writing and editing skills; ability to produce briefings, reports, and correspondence

Excellent organisational skills and ability to prioritise across multiple domains

Understanding of HR coordination and interpretation, grant compliance, or project tracking processes

Sensitivity to Yolŋu culture and experience working in a remote, cross-cultural setting

Desirable:

Previous experience in Indigenous community organisations or remote program delivery

Familiarity with brand management, digital content creation, or media relations

Experience with grant writing or funding acquittals

Proficiency in payroll or finance systems (e.g., Employment Hero, MYOB)

Strategic Impact

This position supports:

Safe, Healthy Homeland Living by promoting Yolŋu-led solutions to prevent sickness

Local Employment and Empowerment by developing the Yolŋu public health workforce

Marthakal’s Master Planning Strategy by embedding health into housing, maintenance, and Homeland life

Community-Led Development by connecting families to knowledge, services, and good habits

Personal Attributes and Skills

· High Level of Discretion and Confidentiality: Ability to handle sensitive information with the highest degree of integrity and confidentiality.

· Strong Interpersonal Skills: Ability to build and maintain relationships with a wide range of people from diverse backgrounds, including staff, board members, and external partners.

· Independent Work Ethic: Capable of working independently with minimal supervision, taking initiative to complete tasks and projects.

· Resilience and Adaptability: Able to handle a high-pressure environment and adapt to changing circumstances and challenges.

· Cultural Sensitivity: Strong understanding and respect for Aboriginal and Torres Strait Islander cultures, customs, and practices.

· Problem-Solving Skills: Excellent problem-solving skills with the ability to think critically and provide solutions in complex situations.

Special conditions of employment

· Must be an Australian citizen or have unlimited work rights in Australia.

· Must satisfy a criminal history check.

· Must hold or be able to obtain an Ochre Card.

· Six-month probationary period.

· Referees (at least two) are required.

· Ability to gain/maintain a current NT Drivers Licence