Executive Assistant to the CEO and Board Administrator - Unlimited Growth Potential

Executive Assistant to the CEO and Board Administrator

Full time

Fixed Term Contract - to 30 June 2026

Location - Based from anywhere in the western Victoria region 

(Horsham, Warrnambool, Ballarat or Geelong office base) 

Western Victoria Primary Health Network

About Us

Western Victoria Primary Health Network (WVPHN) is responsible for increasing the efficiency, effectiveness, and coordination of health services for patients, particularly those at risk of poor health outcomes. 

Working together with community and health industry partners, WVPHN is committed to strengthening the primary healthcare system, based on local needs. Our four regional centres in Ballarat, Geelong, Horsham, and Warrnambool drive local engagement and ensure strong rural and regional connections, through the development of local community and clinical councils.

About the role

The Executive Assistant (EA) provides a range of high-level executive, secretariat, and project support services to the Chief Executive Officer, Company Secretary, Executive Team and Board of Directors, including managing communications, implementing strategies and providing advice to support the achievement of the organisation’s strategic and operational objectives. 

The EA will ensure timely expert executive coordination, communication and professional support, including managing a diverse range of critical issues, services and projects relating to key strategic objectives. 

The role coordinates high level committees, meetings and related forums chaired or convened by the Chief Executive Officer, Board Sub-Committee Chairs or Board Chair and coordinates the submission of reports, briefings and related documents.

The position also requires the ability to work within Western Victoria PHN's Work from Anywhere operational model. The model is a flexible mix of working from home, working from an office, and working from co-located sites that requires occasional travel throughout western Victoria.

The Executive Assistant to Executive Directors reports to this role. 

Duties include:

• Prepare, manage and review the provision of high-level communications and correspondence including briefings, reports, submissions and notes to ensure the comprehensiveness, accuracy, and timeliness of written information
• Act as the Executive point of contact, liaise with stakeholders and action requests to coordinate communication and proactively ensure responses meet deadlines
• Partner with the Company Secretary, Chief Executive Officer and Chair of the Board to deliver an effective, efficient and valued secretariat/governance service.
• Ensure all decisions of the Board are accurately and appropriately recorded in the minutes of the meetings available within 5 working days
• In conjunction with Company Secretary, assist in identifying, analysing and reporting on the regulatory developments and best practice/good corporate governance

Skills & Experience

• Demonstrated track record in a similar, highly sensitive and confidential role providing high level executive, secretariat, and project support services
• 3-5 years’ experience in supporting a board in a Board Secretary/governance function
• Excellent communication and interpersonal skills, with the ability to influence and build relationships at all levels
• Ability to manage conflicting deadlines, demonstrating sound judgement to effectively prioritise workload
• Please refer to the Position Description on our website for the complete list of Key Selection Criteria

Employment requirements:

• Be prepared to undergo a National Police Check, prior to appointment
• A current Victorian driver’s licence
• Evidence of current COVID-19 vaccinations
• Working rights in Australia (visa, permanent resident, citizen)

Benefits of working with WVPHN

At WVPHN we celebrate diversity within and outside of our organisation. We consciously remove barriers and enable an environment for all to belong, feel welcome and be heard. This aligns with our organisational values of Respect, Connect and Lead. We also pride ourselves on being a supportive and flexible workplace that offers a great range of benefits:

• Generous salary packaging options up to $15,900 + $2,650 meals and entertainment
• Professional development allowance ($1,200 per year per FTE) and leave.
• Family friendly and flexible working arrangements
• Collaboration with passionate, likeminded professionals
• Option to purchase additional leave.
• Additional leave between the Christmas and New Year period
• Up to 12 weeks paid parental leave.
• Employee Assistance Program

How to Apply

The full position description is available from our website:  https://westvicphn.com.au/about-us/wvphn-careers/ 

Email applications (including cover letter, resume and separate statement addressing the key selection criteria) to [email protected] by Sunday 16 June, 2024

Please note: applicants may be contacted before the closing date.

For further information about the role, please contact:

Craig Wilding, Chief Executive Officer

Phone: 03 5222 0817 or 03 5222 0800

Email: [email protected]