Careers

Are you ready to embark on a career journey that offers professional growth with Aboriginal and Torres Strait Islander peoples in remote communities and related networks and delivers a meaningful impact? Community Enterprise Queensland (CEQ) seeks a dedicated individual to fill the pivotal roles of Secretary to the Board of Management and Executive Assistant to the Chairperson and CEO.

As a critical team member, you will be at the heart of our services function in the Torres Strait, Northern Peninsula Area, and remote Aboriginal communities. Operating in 30 retail stores across remote locations, CEQ ensures access to quality fresh food, groceries, and essential services like fuel, gas, and ATM facilities. Your role will be based in the busy and culturally diverse Cairns Support Office, with occasional travel to other locations, often involving small air and watercraft and unique experiences in Country.

In fulfilling and excelling in this role, you’ll demonstrate a unique blend of knowledges, experience, and personal attributes. Your responsibilities will highlight dynamism and diversity. Your organisational and time management skills will be exemplified. Your strong written and oral communication skills will shine while maintaining confidentiality and professionalism. Moreover, your technological ability, problem-solving abilities, and project management skills will directly support the organisation’s strategic plan for its service function and ensure compliance with legal and regulatory requirements. Significantly, your role will show you building positive, cross-culturally capable team spirit, aligning with CEQ’s commitment to supportive and inclusive work environments in our locations with our 400+ team. Further, we will support your development aspirations.

It really needs you to be enthusiastic about making a difference and ready to take on a challenging and rewarding role that aligns with your values (ours is “caring, every day, always”) and aspirations. If so, we invite you to join us at Community Enterprise Queensland. To take this step in your exciting career journeying, apply for this role.

About the role

The Board Secretary & Executive Assistant is responsible to provide high-quality secretarial and administration support to the CEQ Board of Management, the Board Chairperson, and the Chief Executive Officer to support our governance, compliance and strategic objectives.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

Administrative and executive support

• Provide comprehensive administrative support, managing calendars, scheduling meetings, and handling travel arrangements for the Board of Management, Chairperson, and the CEO.
• Proactively organise the Board Chairperson’s and CEO’s office calendar, including managing diaries, planning regular meetings, and preparing supporting documents.
• Take and transcribe dictation, prepare and review confidential correspondence, reports, presentations, and other complex documents.
• Provide confidential secretarial and executive support to the Chairperson and CEO, facilitating Executive Management Team matters as required.

Meeting coordination and documentation

• Schedule, organise, and facilitate Board of Management and subcommittee meetings, prepare meeting agendas, papers, and minutes, and track action items.
• Manage the preparation of records such as agendas, notices, actions, minutes, and resolutions for corporate meetings such as the Executive Management Team and weekly Manager briefings.

Communication management

• Manage incoming and outgoing communications for the Board Chairperson, ensuring prompt and effective responses.
• Control communication internally and externally for the Chief Executive Officer.
• Engage/watch social media to ensure the Board Chairperson, Board of Management Members, and Chief Executive Officer stay well informed of emerging issues.

Documentation and record-keeping

• Function as custodian of business documents and records, including efficient systems for document management and retrieval
• Maintain the quality and accuracy of the Convene Board of Management system and records, including managing actions, the document register, and the Board of Management meeting calendar.

Project management and strategic planning assistance

• Assist the Board of Management, Board Chairperson, and Chief Executive Officer with strategic organisational matters.
• Assist the Executive Management Team with developing and implementing improvements and internal processes.

Event planning and coordination

• Event management includes Board of Management and Executive Management Team meetings in various locations, stakeholder functions, excursions, internal events, ceremonies, etc.

Compliance and governance

• Ensure adherence to legal and regulatory requirements related to Board of Management operations.
• Monitor and report on governance best practices and organisational policies; help prepare compliance documents and governance policies.
• Prepare Quarterly and Annual Ministerial Reports.

Relationship management and liaison

• Liaise and help the Board Chairperson and Board of Management Members participate in Board Member duties, including arranging travel and accommodation.
• Maintain strong relationships with key stakeholders, both internal and external.

Financial management

• Manage all Board of Management and Chief Executive Officer expenses within agreed budgets.
• Manage Chief Executive Officer expenses and credit card.

Other Responsibilities

• Work as an active team member and contribute to building a positive, cross-culturally capable team spirit.
• Perform all other functions as directed by the Chief Executive Officer.

Supervisory Responsibilities

• Nil.

Competency

To be well-equipped to manage the multifaceted responsibilities of the role and contribute effectively to the support of the Board of Management, Board Chairperson, and Chief Executive Officer, you should have the following competencies.

Organisational and time management skills, dependability, adaptability and flexibility

The role requires managing multiple tasks, prioritising effectively, meeting deadlines efficiently, and showing strong time management skills to manage many responsibilities. The ideal person must have a keen mindfulness in planning, organising, scheduling, and document preparation, ensuring administrative tasks are completed correctly and on time. Dependability and the ability to adapt to changing priorities and work environments are essential, as well as the flexibility to manage unexpected tasks and urgent requests efficiently. The appointee should thrive in a busy team environment while also being able to prioritise their own workload and work independently.

Written and oral communication, interpersonal and relationship-building skills

The role requires excellent written communication abilities, including the ability to draft and manage complex correspondence, reports, and presentations. The appointed must manage sensitive information with confidentiality and show high-level oral communication skills. Strong relationship-building skills are essential for effective interaction with the Board of Management members, the Executive Management Team, and culturally diverse other stakeholders while supporting professionalism, integrity, and respect. Additionally, working collaboratively as part of a team, consistently treating people with respect, and keeping commitments are essential for success in this role. Strong customer service skills are also crucial, ensuring prompt responses to cross-cultural customer needs and meeting commitments effectively.

Technological proficiency

The role requires a prominent ability to use office software such as Microsoft Office Suite and the Convene Board of Management system. The appointee will also be familiar with virtual meeting platforms and document management systems to help seamless communication and efficient document handling.

Problem-solving and analytical abilities

The role demands strong analytical and critical thinking skills and the ability to find and resolve issues promptly. The appointed person will quickly understand organisational business challenges and strategic goals, exercise sound judgment when priorities change, and proactively address emerging issues. Business acumen is crucial, as it involves understanding the implications of decisions and aligning work with the organisation’s strategic plan.

Project management, event planning and coordination

The role requires competence in managing and tracking multiple projects and initiatives, ensuring prompt and efficient completion while coordinating effectively with various parties, and supporting clear communication and collaboration. The ideal person should have experience planning and executing events, including logistical arrangements and budget management. Strong attention to detail is crucial for projects or events of varying scales and purposes, and a sense of cost consciousness is essential to conserving organisational resources while reliably keeping commitments.

Governance and industry knowledge

The role requires a strong understanding of governance best practices and regulatory requirements and the ability to support the organisation’s compliance efforts, help prepare compliance documents, and ensure adherence to policies and procedures. Candidates should be aware of Indigenous Affairs, including familiarity with programs such as Closing the Gap, Local Thriving Communities, and other relevant State and Federal Government initiatives related to CEQ.

Essential Requirements

The following qualifications, education, knowledge, and experience are essential to effectively support the Board of Management, Chairperson, and CEO.

1. Relevant qualification in business administration and/or equivalent high-level executive, secretariat, administrative, and related support services experience.
2. Governance and compliance knowledge, understanding and experience, including for not-for-profit.
3. Technical ability in office software and document management systems.
4. Familiarity with virtual meeting platforms.
5. Indigenous affairs knowledge, understanding and interest, such as Closing the Gap.
6. Preparation of meeting materials, organisational presentations, reports and documents.
7. Event and/or project management.

Desirable Requirements

• Aboriginal and Torres Strait Islander Peoples are strongly encouraged to apply.
• The ideal candidate will have at least minimum 5 years’ experience in a similar role.

Work Environment 

The position is based in the Cairns Support Office and requires occasional travel to other locations, likely involving small air and watercraft.

Our Culture

CEQ promote an honest, progressive, collaborate, respectful and inclusive teamwork environment throughout the establishment, culturing diversity and growth within the workforce. 

Our key benefits:

• 4 weeks annual leave & 17.5% leave loading
• Ability to Salary Sacrifice up to $15,000.00 p.a. (meals & entertainment options)
• Employee assistance program (counselling & support services) available
• Opportunity for career growth
• Workplace health and wellbeing initiatives
• Laptop & Mobile phone

Applications Welcome 

Community Enterprise Queensland (CEQ) seeks an enthusiastic individual to fill the three-month casual contract role of Tender Review Analyst.

Your assistance to the CEO and People & Workplace Culture Manager during the contract period will be essential to the effective review and analysis of tender responses relating to Workforce, Leadership and Development strategies. Your role will be based in the busy and culturally diverse Cairns Support Office. Occasional travel may be required. Work from home flexibility can also be accommodated and pre agreed.

In fulfilling and excelling in this role, you’ll demonstrate a unique blend of knowledge, experience, and personal attributes. Your responsibilities will highlight dynamism and diversity. Your organisational and time management skills will be exemplified. Your strong written and oral communication skills will shine while maintaining confidentiality and professionalism. Moreover, your ability to work with team members in leadership roles up to Board Membership level will enable your success in the delivery of advice, and preparation of recommendations for subcommittees and Board members as part of the organisations reporting requirements.

Work Environment 

The position is based in the Cairns Support Office and requires occasional travel to other locations, likely involving small air and watercraft.

Our Culture

CEQ promote an honest, progressive, collaborate, respectful and inclusive teamwork environment throughout the establishment, culturing diversity and growth within the workforce. 

Applications Welcome