LHIB is seeking expressions of interest from suitably qualified persons to apply for a position as full-time temporary Executive Assistant. The role is 38 hours per week. A job share arrangement may be considered if the position is unable to be filled with one full time employee, and remote (mainland based) working can be facilitated for the right applicant.

Primary purpose of the role
The Executive Assistant works closely with several Senior Executives, primarily the LHIB CEO. This position provides a range of executive support services including diary, records and correspondence management, document preparation, meeting scheduling and support including minutes, agendas, travel, catering and accommodation arrangements. 

Key accountabilities

• Provide a high level of administrative and executive support to the CEO and SMT, including managing diary appointments, records and correspondence; coordinate travel arrangements; and schedule and support meetings to facilitate the effective management of agendas and follow up actions.
• Provide secretariat support to the Lord Howe Island Board, including coordinating agendas, submission of business papers, issuing papers, minuting meetings and travel, accommodation and catering arrangements.
• Liaise with the Board’s Audit and Risk Committee (ARC) secretariat, and support the CEO and SMT in the preparation and submission of business papers for ARC meetings.
• Assist with high quality document and presentation preparation to support the achievement of business requirements and manage incoming and outgoing correspondence and associated registers including feedback and complaints.
• Project manage a range of administrative projects; reviewing and improving administrative and record management policy and process to provide informed and innovative recommendations for service quality improvements regarding document flow, tracking and timeliness.
• Undertake research activities to develop strategic and operational advice for the CEO to undertake informed decision making and planning.
• Liaise with Ministerial Offices, Secretary’s offices senior management and their staff on a wide range of complex, strategic and confidential issues
• Work closely with the CEO and other Executives to prioritise and filter information requests, drawing attention to urgent matters to the CEO that require immediate attention and referring operational matters to other staff as appropriate to enable the most effective use of time available.

Key challenges

• Managing competing priorities and providing consistently high levels of support, given heavy workloads, short deadlines and limited resources.
• Apply diplomacy, confidentiality and astute judgement in evaluating and imparting advice for potentially sensitive and controversial issues, both at a local and broader level.
• Living and working in a remote environment with logistical and technology challenges, as part of a very small and highly engaged community.

To apply
Applications are to be submitted to the Lord Howe Island Board Administration Office and marked as confidential Executive Assistant application [email protected] 

Applicants must submit:
1. A one – two page covering letter which:
    a. summarises relevant skills, qualifications and experience (aligning with focus capabilities)
    b. summarises key knowledge and experience as it applies to the 5 key accountabilities (above)
    c. describe how you address the two key challenges and give an example of a time you have had to deal with a similar challenge
2.    A current resume/curriculum vitae (CV)
3.    Contact details for two referees