Board Support
• Coordinates Board and Board Committee governance (including policies), meeting agendas, papers and related processes in accordance with the Rottnest Island Authority Act and Board Governance Policies.
• Arranges meetings, functions and activities including coordination of presentations, organising venues and catering arrangements as needed.
• Attends Board and Committee meetings to ensure appropriate records of meetings are recorded.
• Supports and advises other officers undertaking a Board Officer role.
• Identifies and addresses issues relevant to the business of the Board and with the Executive Director as appropriate.
• Drafts and provides out of session updates to the Board on matters of a critical or urgent nature as directed by the Executive Director.
• Undertakes data gathering, analysis and provision of reports as required to the Board and Corporate Executive.
• Disseminates the outcomes of the Board decision-making in both written and oral formats to various stakeholders.
• Undertakes administration and liaison for Board matters including events, Island familiarisations, remunerations, declarations of interest, correspondence, record keeping and appointment processes.
• Ensures and provides effective stakeholder management and support.
Executive Support
• Together with the Ministerial & Legislation Officer, provides comprehensive executive and confidential secretarial support and assistance to the Executive Director (ED) including producing correspondence, reports, and complex documents to a high standard of accuracy and presentation.
• Receives and screens visitors and telephone calls and redirects to other staff as appropriate.
• Arranges and maintains a schedule of appointments, meetings and other commitments for the ED to enable efficient time management.
• Compiles and collates files, papers and other information to brief the ED on issues or to prepare for meetings.
• Manages and prioritises all incoming and outgoing correspondence, including coordinating and managing the ED inbox, and redirects to appropriate staff for action; draws the ED’s attention to urgent and important items; and acts as appropriate to facilitate management of the workflow through the office.
• Undertakes research, compiles and summarises information and prepares reports and draft correspondence.
• Coordinates and arranges travel and accommodation requirements and prepares detailed itineraries for the ED, Chairman and agency staff.
• Provides support and assistance to the Ministerial & Legislation Officer and provides coverage of this position in the absence of the incumbent.
• Prepares agendas and drafts minutes.
