Executive Support Officer

Executive Support Officer

Reports to:

Chief Executive Officer

Our Story

Julalikari Council Aboriginal Corporation is governed by an elected body representing the Aboriginal community of Tennant Creek and the surrounding Barkly region in the Northern Territory.

As one of the largest Aboriginal and Torres Strait Islander Corporations in Australia, with a history stretching back more than 30 years, Julalikari has a long and proud record of community service delivery. The Corporation grew out of the Warumungu Papula organisation, formed in 1974.

Its primary purpose then, as it remains today, was to alleviate poverty and improve the wellbeing of the Aboriginal people of Tennant Creek and surrounding homeland communities.

Today, Julalikari delivers the following services for our mob:

·         Community Safety – we help keep people safe

·         Child and Family Services – we look after our children and families

·         Aged Care Services – we look after our old people

·         Training and Employment Services – we help people develop new skills and participate in employment

·         Tenancy and Municipal Services – we look after our houses and our places

·         Art Centre Operations – we support our artists and provide the public access to well-run facilities

Primary Purpose and Function of the Role

The Executive Support Officer provides high-level executive, board and administrative support to the Chief Executive Officer and contributes to the effective day-to-day operation of Julalikari. Working under the direction of the Chief Executive Officer, the role leads executive support, event coordination and delivery, and office coordination and administration, and provides coordination and secretariat support for the Board and its meetings.

The position is responsible for reception and front-of-office services, office management, organisational travel and logistics, and maintaining administrative systems that support organisational operations. It works directly with the Corporate Services Coordinator and other Corporate Services roles to keep the office running smoothly.

The Executive Support Officer plays an important role in supporting executive priorities, communication and coordination across teams and sites, and in ensuring a professional and welcoming environment for visitors, staff and stakeholders.

Roles and responsibilities

Governance and Strategy

• Manage the Chief Executive Officer's diary, calendar and correspondence, coordinating meetings, priorities and commitments.

• Act as a first point of liaison for the Chief Executive Officer with internal and external stakeholders.

• Coordinate executive priorities across teams and sites, supporting clear communication and follow-up.

• Plan, coordinate and deliver organisational, community, stakeholder and Board or AGM events.

• Provide secretariat and coordination support for the Board, including meeting logistics, notices, agendas, board packs and director liaison.

• Maintain an accurate member list and support membership and ORIC updates.

• Represent Julalikari respectfully and professionally, and follow organisational policies and governance requirements in all aspects of the role.

Corporate Services

• Provide reception and front-of-office services, including greeting visitors, managing enquiries and directing communications appropriately.

• Manage office supplies, including ordering, monitoring stock levels and maintaining workplace resources.

• Coordinate meeting spaces, shared office resources and general administrative support, including meeting preparation and room setup.

• Support general office organisation, including mail handling, document distribution and workplace coordination.

• Coordinate organisational travel, accommodation and logistics.

• Apply organisational filing systems and maintain day-to-day document management, so records are accurate, accessible and up to date.

• Use ICT systems appropriately and report equipment or system issues, and follow cyber security, privacy and data protection requirements.

• Work directly with the Corporate Services Coordinator and other Corporate Services roles to keep the office running smoothly.

Finance

• Follow Julalikari financial policies, procedures and delegation requirements when undertaking work activities.

• Maintain accurate records of supplies, equipment or consumables used within the business unit as required.

• Use organisational resources responsibly and report any issues relating to equipment or supplies.

• Provide information or documentation to support financial record keeping where required.

Risk and Compliance

• Follow organisational policies, procedures and regulatory requirements relevant to the role.

• Identify and report risks, incidents or compliance concerns to your line manager.

• Participate in organisational training or activities related to risk management and compliance.

• Support organisational systems that promote accountability and responsible service delivery.

Human Resources

• Work in a culturally safe and respectful manner that values Aboriginal culture, identity and community expectations.

• Participate in induction, training and staff development activities as required.

• Attend team meetings and organisational communications activities as required.

• Participate in performance development discussions and respond positively to feedback.

• Comply with organisational requirements relating to attendance, timesheets and leave requests.

Work Health and Safety

• Take reasonable care for your own health and safety and the safety of others in the workplace.

• Follow workplace health and safety policies, procedures and instructions at all times.

• Report hazards, incidents or near misses promptly through the required reporting processes.

• Participate in WHS training and apply safe work practices in daily activities.

Fleet and Property

• Use organisational vehicles, equipment and property responsibly and in accordance with policies and procedures.

• Maintain cleanliness and appropriate use of assigned vehicles or equipment.

• Report maintenance issues, safety concerns or damage through the required reporting processes.

• Support property or fleet maintenance activities when directed by your line manager.

Selection Criteria

Candidates for the position of Executive Support Officer role must address the following criteria:

Previous experience:

• Experience providing executive, administrative or business support to senior leaders or a board.

• Experience coordinating meetings, diaries and correspondence in a busy environment.

• Experience planning and delivering events.

• Experience providing reception, front-of-office or office coordination services.

• Experience maintaining records, filing systems or document management processes.

• Experience working in a team environment and supporting multiple stakeholders.

• Experience working with Aboriginal organisations or communities is desirable.

You will have:

• Strong organisational and time-management skills, with the ability to manage competing priorities.

• Clear and professional written and verbal communication skills, and the ability to liaise with directors, staff and stakeholders.

• The ability to handle sensitive and confidential information with discretion.

• A reliable and proactive approach to supporting executive and office operations.

• The ability to work both independently and as part of a team.

• Sound skills in Microsoft Office and common business systems.

• A respectful and culturally appropriate approach when working with Aboriginal people and communities.

• Deep respect for, and sensitivity to, the cultural values, traditions and aspirations of Aboriginal and Torres Strait Islander peoples.

Education:

• Relevant qualifications in business administration, office administration or a related field are desirable but not essential.

• Equivalent experience in executive support, administration or office coordination roles will also be considered.

Mandatory Requirements:

• National Police Check Clearance or ability to obtain

• Ochre Card

• Australian Drivers License

To Apply:

Submit a copy of your CV and a short (maximum 2 page) letter of application addressing the above selection criteria via the Seek application portal.

For further information on the organisation visit our website at julalikari.org.au

For further information on the role please contact Lachlan Wilkins (••••@julalikari.com.au).