About the Role:

Are you the most organised person you know? Does the idea of administration, reports, deadlines, process management and meeting coordination make you want to jump for joy? Then have we got a role for you! Arc is looking for an Administrative Assistant & Board Coordinator to support our Board, Subcommittees and Student Bodies.

True to our value of ‘Students at the Centre’, our organisation is governed by a Board which consists primarily of Student Directors. Arc also supports a number of autonomous student Councils. The Administrative Assistant & Board Coordinator will provide high level secretarial support to the Board of Directors, its Subcommittees and related Student Bodies. The role supports the organisation in maintaining governance compliance, managing Board processes and ensuring all administration standards are met in an efficient manner.

About Arc @ UNSW:

Arc is the cool older sibling at UNSW. We pride ourselves on our obsession with student life because we know that the best part of going to uni is all the fun stuff for students to get involved in outside the classroom. Our mission is to ‘create the best student experience’ and we do that through a huge range of opportunities and services available to students, both online and in person. Working at Arc, you’ll join a welcoming team of passionate people who believe in listening to students, working together and constantly being better. AND there are plenty of employee perks like birthday celebrations (aka, lots of cake), activity days, flexible work, Arc Wellness, office dogs and heaps more.

Job Description

Key tasks and accountabilities

Administration:

• Board & Council calendar management; Coordination of all Board & Council meetings, collating and reviewing all meeting documents, room and equipment setup, and maintaining digital record-keeping systems.
• Preparation of Board & Committee papers as required.
• Full administrative support to the Arc Board, its Committees and Student Bodies, including but not limited to creation and management of minutes and actions registers.
• Management of student body vacancies, appointments and resignations.
• Financial administration including budget management and oversight, and expense reconciliation.

Governance:

• Delivering all requirement administrative functions in accordance with legal requirements.
• Drive delivery of the annual Board Calendar (including annual issues, policy reviews, elections)
• Manage annual Board Director & Council annual election processes.
• Partner with the Finance Manager for Arc’s Annual Audit reporting and processes.
• Administrative management of the Arc General Meetings
• Ensuring the Board, Councils and relevant Management Staff deliver on key action items within the relevant timeframe.
• Arc Board Policy management.
• Engage in WHS activities as a WHS Officer of the organisation (training will be provided).

Communication:

• Facilitate internal and external communications, maintaining strong relationships with directors, council members, and Arc Staff.
• Meet with Board Directors and Council Presidents as required to support their roles.
• Plan and lead student Director and Council training and inductions.
• Coordinate with the Returning Officer for relevant election processes.
• Partner with the Marketing Team to ensure effective communication of all election and AGM information to the student body.
• Relevant website updates.

Team Support & Other:

• Provide support for broader administrative activities as required by the EO or CEO, demonstrating flexibility and adaptability to meet evolving work demands.
• Comply with Arc Workplace Health and Safety (WHS) policy and procedures to actively participate in the achievement of a safe working culture.
• Demonstrate behaviour in accordance with Arc@UNSW values and Code of Conduct.
• Actively engage in fair and equitable workplace practices and behaviour to ensure discrimination-free workplace in accordance with legislative requirements.
• Maintain an awareness of Arc's environmental policies and procedures minimising the impact of Arc's business on the environment.

The full position description is available on our website.

Desired Skills and Experience

• Highly developed analytical skills and attention to detail.
• Administrative prowess, including proficiency across Microsoft suite (Word, Excel, Teams, Planner, etc)
• Ability to exercise initiative, sound judgement and respond to enquiries promptly and efficiently.
• Ability to manage administrative tasks with proven organisational skills, to manage time effectively, and navigate conflicting priorities and deadlines.
• High level oral and written communication skills including proven skills in minute taking, reporting and email communication.
• Familiarity with Board / governance processes highly desirable
• Not-for-profit experience highly desirable

What we can offer you

• An epic office at the heart of the UNSW campus at Kensington with superb access to the light rail.
• An organisational culture that truly values and supports diversity and inclusiveness.
• Flexible, hybrid work environment offering work from home options.
• A strong culture of personal and professional development opportunities.
• Extra ‘Arc’ days (both annual leave and wellness) throughout the year.
• 24/7 access to counselling for you and your family when you need it through our EAP Service.
• Fun, social and supportive culture (birthday cakes, running club, craft-ernoons and heaps more)

How to Apply

• Submit your resume and a covering letter.
• Please note: interviews may take place while this advert remains open.
• For any questions, please email [email protected] using the subject line: Administrative Assistant & Board Coordinator enquiry via EthicalJobs.