Job Title

Executive Assistant & Office Coordinator This is an integral role and trusted partner to the CEO and Executive Management Team (EMT) providing proactive administration and report preparation, meeting and event logistics, travel management and assists with the day-to-day operations of IBN Groups Perth office. Success in this role requires exceptional interpersonal and communication skills, strong time and project management capability, and advanced proficiency across the Microsoft Office suite. At times, the Executive Assistant may also represent with or on behalf of the CEO or EMT at IBN functions, reflecting the professionalism and values of the organisation. The Role Provide proactive, accurate and confidential executive support to the CEO and Executive Management Team, including triaging emails and telephone calls. Perform a full range of administrative and office coordination tasks, including electronic document management, maintaining registers and files, conducting research, photocopying, drafting and compiling manuals and reports for Board meetings, and ensuring the Perth office runs efficiently. Provide timely and effective diary management by prioritising and organising meetings with internal and external stakeholders. Manage travel, accommodation, and venue bookings, as well as logistics for the Executive and Board. Plan, coordinate and project manage meetings, functions, and events, including liaison with vendors, executives and attendees, and monitoring booking system for room setup/meeting requirements. Review, record, and monitor incoming Board correspondence, ensuring appropriate follow up and response. Ensure all queries directed to the CEO are handled in a friendly, timely and efficient manner. Welcome and assist visitors to the Board and Executive Management Team. Complete purchasing activities, budget tracking, and corporate credit card acquittals. Provide accurate information to internal and external stakeholders or refer enquiries appropriately. Collaborate on and undertake projects that support business operations and organisational objectives. Perform all duties in accordance with organisational policies and standard operating procedures. Demonstrate adherence to the IBN Code of Conduct, HR policies and Work Health and Safety requirements. Perform other duties as directed. About You Ability to work respectfully and effectively with Aboriginal people, demonstrating an understanding of Aboriginal Australian culture. Executive Administration & Governance Minimum 3 years experience providing executivelevel administrative support, with proven ability to apply confidentiality, discretion, and sound judgement. Highlevel competence in secretarial and administrative functions, including preparing correspondence, reports, Board and Committee agendas, minutes and supporting documents. Demonstrated understanding of risk and compliance requirements relevant to executive, governance, and office operations. Communication & Relationship Management Strong written and verbal communication skills, with the ability to communicate clearly and professionally across diverse audiences. Demonstrated ability to build and maintain effective working relationships with Boards, senior leaders, and external stakeholders. Organisation, Planning & Coordination Exceptional organisational skills with a proven ability to manage multiple tasks, deadlines and competing priorities while maintaining accuracy and attention to detail. Proven experience coordinating travel, accommodation, meetings, and event logistics. Proven experience in coordinating office logistics. Sound project management skills with the ability to deliver tasks and initiatives to deadline. Advanced proficiency in the Microsoft Office suite, including managing executive calendars and email inboxes in Outlook, and coordinating office systems. Demonstrated experience in office management, including maintaining efficient office systems and processes. Additional Requirements Willingness to undertake occasional travel for meetings (local and intrastate) and work outside of normal business hours. Experience working in Aboriginalcontrolled organisations or communityfocused environments. Knowledge of governance processes relevant to Boards and Committees. Experience supporting senior executives in complex or fastpaced environments. Familiarity with risk, audit, compliance or reporting frameworks. Experience coordinating corporate events, workshops, or community engagement activities. Ability to work autonomously and contribute to continuous improvement of systems and processes. Experience assisting with office procurement and/or coordinating basic ICT and office technology setup. Qualifications Cert IV or equivalent experience in Business Administration. Appointment requirements National Police Check (no older than 6 months and renewed every 3 years) Valid Western Australian Drivers Licence (not Learners permit) Able to travel and work throughout Western Australia according to business needs. Willingness to support out-of-hours or early/late meetings as required by Board schedules. The Perks Attractive salary commensurate with experience Role based in modern Perth CBD offices Staff benefits including discounted health insurance, health and wellness allowance, study support and uniforms Not for profit Salary packaging up to $18,550 (tax free) per annum 5 weeks annual leave Employee Assistance Program Vibrant and collaborative team culture working together to advance self-determination for First Nations people. #J-18808-Ljbffr