Executive Assistant & Minute Secretary

at  Anglican Care

The Opportunity:
We are seeking a diligent and organised Executive Assistant & Minute Secretary to support the executive our organisation. Your contribution will include producing accurate minutes for our governance bodies, ensuring the efficient documentation of discussions, decisions, and action items. Additionally, this role will provide executive-level administrative support to the Executive Director Quality and Risk and Corporation Secretary.
This is a Full Time Permanent position based at Booragul and may require some travel in the local area. This role will require some late days, finishing at 8pm in order to attend board meetings.

Why Work for us?

• Referral bonuses
• Up to 40% on school enrolment fees at any of our Newcastle Anglican schools
• Salary packaging options (up to $611/fortnight)
• Discounted private health insurance through Medibank
• Career and development opportunities – we want you to flourish!
• Access to over 300+ gyms with the Fitness Passport Program
• Free access to our corporate Employee Assistance Program
• 14 weeks paid parental leave or 3 weeks paid partner leave
• Free influenza vaccinations

Role & Responsibilities:

• Attend governance meetings and accurately record minutes, discussion, decisions and actions items.
• Prepare, distribute, and archive meeting agendas, minutes, and related documents in a timely manner.
• Maintain an organised records for meeting documents and ensure accessibility for relevant stakeholders.
• Assist in scheduling meetings, coordinating logistics, and communicating with participants as needed.
• Maintain confidentiality and discretion when handling sensitive information discussed during meetings.
• Provide administrative support to the organisation as assigned, including data entry, correspondence, maintaining corporate registers and document preparation.
• Support the governance structure of the organisation by liaising with executives, board members, committee chairs, and other stakeholders.
• Assist in the preparation and distribution of board packs, including agendas, reports, and supporting documentation, using Diligent.
• Maintain records of board and committee meetings, resolutions, and official correspondence.
• Assist in coordinating the Synod and annual general meetings and other governance-related events, ensuring compliance with legal and regulatory requirements.
• Facilitate communication between the board, management, and staff, conveying relevant information and decisions as needed.
• Provide executive-level administrative support to the Executive Director Quality and Risk and the Corporation Secretary, including calendar management, travel arrangements, and expense reporting.
• Assist in preparing presentations, reports, and briefing materials for senior management meetings and external stakeholders.
• Coordinate special projects and initiatives as directed by senior management, ensuring deadlines are met and objectives are achieved.
• Serve as a point of contact for internal and external stakeholders, responding to inquiries and requests in a professional and timely manner.

About you?

• Proven experience as a Minute Secretary or similar role, preferably in the human services sector.
• Excellent written and verbal communication skills, with a keen attention to detail.
• Strong organisational and time-management abilities, with the capacity to prioritise tasks effectively.
• Proficient in using productivity software such as Microsoft Office Suite, Google Workspace, and Diligent or similar board portal software.
• Ability to work independently with minimal supervision and as part of a team.
• Understanding of confidentiality requirements and ethical standards in handling sensitive information.
• Flexibility to adapt to changing priorities and deadlines in a fast-paced environment.
• Certificate or diploma in secretarial studies, business administration, or a related field is desirable.
• Flexible with working hours in accordance with meeting requirements between 8am and 8pm.

WHO WE ARE?

Formerly known as the Anglican Diocese of Newcastle, Newcastle Anglican is a faith-based organisation serving the people of the Hunter and the Central Coast.
We offer a leading Christian presence to our community through our parishes, four schools, Anglican Care and Samaritans.
Our vision is for people to flourish because of what we do, inspired by the way of Jesus.
We provide a culturally safe environment for Aboriginal and Torres Strait Islander peoples and welcome all applications.
For more information visit www.newcastleanglican.org.au or email the talent team at careers@newcastleanglican.org.a

• Attend governance meetings and accurately record minutes, discussion, decisions and actions items.
• Prepare, distribute, and archive meeting agendas, minutes, and related documents in a timely manner.
• Maintain an organised records for meeting documents and ensure accessibility for relevant stakeholders.
• Assist in scheduling meetings, coordinating logistics, and communicating with participants as needed.
• Maintain confidentiality and discretion when handling sensitive information discussed during meetings.
• Provide administrative support to the organisation as assigned, including data entry, correspondence, maintaining corporate registers and document preparation.
• Support the governance structure of the organisation by liaising with executives, board members, committee chairs, and other stakeholders.
• Assist in the preparation and distribution of board packs, including agendas, reports, and supporting documentation, using Diligent.
• Maintain records of board and committee meetings, resolutions, and official correspondence.
• Assist in coordinating the Synod and annual general meetings and other governance-related events, ensuring compliance with legal and regulatory requirements.
• Facilitate communication between the board, management, and staff, conveying relevant information and decisions as needed.
• Provide executive-level administrative support to the Executive Director Quality and Risk and the Corporation Secretary, including calendar management, travel arrangements, and expense reporting.
• Assist in preparing presentations, reports, and briefing materials for senior management meetings and external stakeholders.
• Coordinate special projects and initiatives as directed by senior management, ensuring deadlines are met and objectives are achieved.
• Serve as a point of contact for internal and external stakeholders, responding to inquiries and requests in a professional and timely manner