Executive Assistant

Join a vibrant team in a new, Traditional Owner-led initiative! This is a newly created, full-time role for a talented Aboriginal &/or Torres Strait Islander person (strong preference for a Reef Traditional Owner) with a passion for strong governance, attention to detail and executive support. You’ll be part of a fast-paced, core team working to elevate the aspirations and amplify the voice of Reef Traditional Owners. The role is based in Queensland (remote; location flexible) but may require occasional travel.

The Great Barrier Reef Traditional Owner Taskforce (ReefTO) is a Traditional Owner-led, grassroots initiative that honours the decades of work by Elders to assert their cultural authority and rights to sea country and to drive genuine partnerships across the Reef. In doing so, ReefTO aims to achieve Traditional Owners’ aspirations for the health, management and protection of the Reef and interconnecting Country.

ReefTO has three key objectives over the next 2-3 years:

• Engage with Traditional Owners to establish a Sea Country Alliance.
• Oversee strategic policy and capacity building actions in the TO Implementation Plan.
• Monitor and report on the delivery of actions in the TO Implementation Plan.

We have an exciting opportunity for a dynamic, highly organised, efficient, multi-tasking Executive Assistant to support ReefTO in delivering its objectives! Over the next couple of years, ReefTO will lead a dynamic program of work, including activities such as: planning and delivering large events; engaging deeply with Traditional Owners throughout the Reef Catchment; working on policy and systems change; delivering priority actions in the TO Implementation Plan; and shaping genuine partnerships where Traditional Owners have at least an equal say in how things are done.

Your job will include ensuring we are working in alignment with our Terms of Reference and Governance Charter, planning and preparing for ReefTO Taskforce meetings and workshops, coordinating logistics, supporting invoicing, and providing executive assistance to the General Manager.

We're looking for an enthusiastic, super-organised, administrative extraordinaire to keep us on track, help drive our work and support the ReefTO Taskforce, comprised of Reef Traditional Owners. This role is diverse – you’ll need 3-5 years experience providing rockstar-level support to senior executives and know your way around the MS Office Suite with your eyes closed. You should be a whizz at learning systems and have a knack for identifying how things can be done more efficiently. With our team based all along the Great Barrier Reef coast, communication and a can-do attitude is key.

What You’ll Be Doing (A.K.A. Your Superpowers):

• Providing high-level executive assistance to the General Manager and Leadership Team, including calendar and meeting management, managing correspondence.
• Book and coordinate travel on behalf of ReefTO staff and Taskforce members.
• Drive the preparation, planning and coordination of ReefTO Taskforce meetings, workshops and governance procedures, in line with the Terms of Reference.
• Maintain registers, such as the Interests Declaration register, Correspondence Register, and Actions Arising.
• Be responsible for drafting agendas, taking minutes, recording actions and preparing correspondence on behalf of the Leadership Team and Taskforce.
• Provide secretariat support of Taskforce ensuring alignment with the Terms of Reference and Governance Charter.
• Preparing draft documents, maintaining electronic files and CRM.
• Support General Manager and Taskforce to prepare for speaking engagements and meetings, including assisting with the creation of presentation materials including coordinating resources, summarising and reviewing content.
• Help organise meetings, events and functions, as required.

You’ll love this role if you thrive in a fast-moving, dynamic team environment and have exceptional attention to detail. You are resourceful, adaptable and proactive, calm under pressure and a great communicator – able to prioritise and effectively manage the needs of diverse stakeholders. You have a ferocious curiosity, an appetite for solving complex problems but are also comfortable with ambiguity and uncertainty. You are excited to work in a purpose-driven organisation and share our ambition and commitment to honouring and amplifying the voices of Reef Traditional Owners.

Most importantly, you have a positive, can-do attitude, and a sense of humour, making you a good fit in our high-performing team!

To perform this role, it is essential that the person is an Aboriginal or Torres Strait Islander person. It is therefore a genuine occupational requirement under section 25 of the Anti-Discrimination Act 1991. Applications will only be considered from Aboriginal and/or Torres Strait Islander people with a strong preference for suitably qualified and experienced Reef Traditional Owners.