Key responsibilities
* Draft general correspondence as directed by the State President and the State Executive board.
* Sort, respond and file emails and correspondence and/or direct to relevant staff or board member.
* Respond to telephone queries, and consult with members, partners, sponsors as required.
* Be the point of contact for all official Association correspondence.
* Maintain a registered office and notify Australian Charities and Not-for-profit Commission (ACNC) of any change.
* Lodge Annual Information Statements (including financial reports) with ACNC.
* Manage Board processes by: Assisting the State President in preparing agendas, and supply information for: State Conference / Association Annual General Meeting / State Executive Board Meetings (approximately 6 per year) / Council Meetings (3 per year)
* Produce the Minutes for the State Conference, Association Annual General Meeting, Board and Council meetings and distribute when endorsed by the board.
* Attend State Conference for duration and includes Pre/Post Conference Council Meetings.
* Prepare board and council minutes, including all reports, for archival binding.
* Maintain the contact list for board members, State Committee Chairs and Convenors, Division Presidents and their management team, Branch Presidents, and their management team.
* Coordinate the Association’s annual calendar of events and issue reminder notices.
* Assist the State President in preparing the Annual General Report Book.
* Maintain confidentiality.
* Update the website in terms of content, forms, and important documents.
* Greet and direct members and visitors.
Experience
* Working with a Not-for-profit organisation is ideal.
* Working in small teams and with volunteers is advantageous.
* Advanced level of computer skills in MS Office, particularly Word, Outlook, Excel, as well as document management and storage systems such as SharePoint.
* Self-directed, motivated, and flexible
* Ability to relate to a broad cross section of people and build and actively maintain working relationships.
* Ability to define tasks, set priorities and coordinate activities to meet competing deadlines.
* Understanding of and commitment to the use of continuous quality improvement approaches.
* Excellent written and verbal communication skills including maturity, patience, tact, information dissemination, presentation, and reporting.
* Travel opportunities and be flexible with hours.