Administrative Assistant – Board

About the Role:

Are you the most organised person you know? Does the idea of administration, reports, deadlines, process management and meeting coordination make you want to jump for joy? Then have we got a role for you! Arc is looking for an Administrative Assistant & Board Coordinator to support our Board, Subcommittees and Student Bodies.

True to our value of ‘Students at the Centre’, our organisation is governed by a Board which consists primarily of Student Directors. The Administrative Assistant & Board Coordinator will provide high level secretarial support to the Board of Directors, its Subcommittees and related Student Bodies. The role supports the organisation in maintaining governance compliance, managing Board processes and ensuring all administration standards are met.

About Arc @ UNSW:

Arc is the cool older sibling at UNSW. Our mission is to ‘create the best student experience’ outside of the classroom. Working at Arc, you’ll join a welcoming team of passionate people who are dedicated to our student members, AND there are plenty of employee perks like birthday celebrations (aka, lots of cake), activity days, flexible work, office dogs and heaps more.

Key tasks and accountabilities

Administration:

• Board & Council calendar and meeting management;
• Full administrative support to the Board, Subcommittee and Council including preparation of papers, minutes and action registers;
• Management of student body vacancies, appointments and resignations;
• Expense management and reconciliation.

Governance:

• Delivering all requirement administrative functions in accordance with legal requirements.
• Drive delivery of the annual Board Calendar (including annual issues, audit, reporting, AGM, policy management, election processes).
• Ensuring the Board, Councils and relevant Management Staff deliver on key action items within the relevant timeframe.
• Engage in WHS activities as a WHS Officer of the organisation (training will be provided).

Communication:

• Facilitate internal and external communications, maintaining strong relationships with directors, council members, and Arc Staff.
• Plan and lead student Director and Council training and inductions
• Coordinate with the Returning Officer for relevant election processes.
• Ensure effective communication of all election and AGM information to the student body, including website updates.

Team Support & Other:

• Provide support for broader administrative activities as required by the EO or CEO, demonstrating flexibility and adaptability to meet evolving work demands.
• Comply with Arc Workplace Health and Safety (WHS) and Code of Conduct policy and procedures to actively participate in the achievement of a safe working culture.
• Actively engage in fair and equitable workplace practices and behaviour to ensure discrimination-free workplace in accordance with legislative requirements.
• Maintain an awareness of Arc’s environmental policies and procedures minimising the impact of Arc’s business on the environment.

The full position description is available on our website.

Desired Skills and Experience

• Highly developed analytical skills and attention to detail.
• Administrative prowess, including proficiency across Microsoft suite (Word, Excel, Teams, Planner, etc)
• Ability to exercise initiative, sound judgement and respond to enquiries promptly and efficiently.
• Ability to manage administrative tasks with proven organisational skills, to manage time effectively, and navigate conflicting priorities and deadlines.
• High level oral and written communication skills including proven skills in minute taking, reporting and email communication.
• Familiarity with Board / governance processes and / or not-for-profit experience highly desirable

What we can offer you

• An epic office at the heart of the UNSW campus at Kensington with superb access to the light rail.
• An organisational culture that truly values and supports diversity and inclusiveness.
• Flexible, hybrid work environment offering work from home options.
• A strong culture of personal and professional development opportunities.
• Extra ‘Arc’ days (both annual leave and wellness) throughout the year.
• 24/7 access to counselling for you and your family when you need it through our EAP Service.
• Fun, social and supportive culture (birthday cakes, running club, craft-ernoons and heaps more)

How to Apply

• Submit your resume and a covering letter answering:
  • Why do you believe you’d be the best fit for this role and how has your previous experience equipped you to be the administrative powerhouse we’re looking for?
• Please note:
  • Interviews may take place while this advert remains open.
  • Applications without a Cover Letter will not be considered.
• For any questions, please email Joelle ([email protected]