Executive Assistant and Company Secretary

ABOUT ENLIVEN HOUSING 

Enliven Housing is a registered Specialist Disability Accommodation (SDA) provider that strives to provide innovative accommodation to the disability sector. We endeavour to provide the best SDA products in the market and currently have sites in Sydney, Melbourne, Canberra and Adelaide with strong growth expectations supported by a pipeline of dwellings across Australia.   

Enliven Housing is changing the way people with disability think about their housing options.  

GENERAL OVERVIEW 

We are seeking a highly organised and proactive Executive Assistant to join our team. The ideal candidate will be responsible for providing comprehensive support to our executive team and Board, and ensuring the smooth operation of our office. This role requires exceptional organisational skills, attention to detail and the ability to handle multiple tasks simultaneously. 

RESPONSIBILITIES 

Executive Support: 

• Provide high-level administrative support to the executive team, including managing calendars, scheduling meetings and coordinating travel arrangements.   
• Act as a liaison between the executive team and internal/external stakeholders, including Board Directors. 

Board Administration: 

• Prepare and distribute comprehensive Board packs for monthly and quarterly meetings across all business entities, ensuring accuracy, confidentiality and timely delivery. 

• Undertake company secretarial tasks such as preparing Board minutes, notifying regulators of changes to company details and maintaining corporate registers. 

Document Management: 

• Draft, edit and format correspondence, reports, presentations and other business documents with a high level of accuracy and attention to detail. 

• Organise DocuSign envelopes and general administration to have legal documents signed properly. 

General Office Management:  

• Oversee the day-to-day running of the office, ensuring a clean, organised and well-stocked environment. 

Facilities Coordination: 

• Liaise with building management, cleaners, and maintenance providers to ensure the office is safe, functional, and welcoming. 

Supplies & Inventory: 

• Monitor and replenish office supplies, kitchen stock, and equipment; manage vendor relationships and place orders as needed. 

People & Culture Support: 

• Manage and maintain recruitment process, including onboarding and assisting in the human resources lifecycle. This includes administration of our performance management system, CultureAmp and an electronic learning platform, E-Skilled. 

• Provide hands-on support to team members across departments, including setting up workstations, troubleshooting minor IT issues and assisting with onboarding. 

Event & Meeting Support:  

• Coordinate internal events, team lunches and meetings, including room bookings, catering and setup. 

Point of Contact:  

• Serve as the first point of contact for general office inquiries and requests. 

Record Keeping:  

• Maintain office-related documentation, such as equipment logs, supplier contracts and safety procedures. 

Process Improvement:  

• Identify inefficiencies in office operations and suggest or implement improvements. 

Ad Hoc Task Management: 

• Take ownership of miscellaneous tasks and odd jobs that arise, ensuring nothing falls through the cracks. 

Handle confidential information with discretion and professionalism. 

QUALIFICATIONS 

Proven experience (min. 5 years) as an Executive Assistant, Office Manager or similar role. 

Excellent organisational and time-management skills. 

Strong written and verbal communication skills. 

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). 

Ability to work independently and as part of a team. 

High level of discretion and confidentiality. 

ATTRIBUTES 

• Communication – Demonstrates clarity, confidence and empathy in all forms of communication. 

• Presence - Demonstrates composure, confidence and professionalism in all interactions. 

• Collaboration - Builds partnerships and works with others to meet shared objectives. 

• Innovation – Drive Enliven forward by challenging conventional thinking, embracing creativity and fostering a culture of continuous improvement and bold ideas. 

• Adaptability – Demonstrates a proactive and flexible approach to change, adjusting strategies and behaviors as needed to meet evolving circumstances and challenges. 

COMMITMENT TO DIVERSITY  

As a company that strives to build a world where people unite and take action to create lasting change, Enliven Housing values diversity and celebrates the contributions of people of all backgrounds, regardless of their age, ethnicity, race, colour, abilities, religion, socioeconomic status, culture, sex, sexual orientation and gender identity.