2025: Shire of Carnarvon

Shire of Carnarvon 2025: Shire of Carnarvon - Executive Assistant to the Chief Executive Officer Carnarvon, Western Australia, Australia Executive Assistant to the Chief Executive Officer Position Number: 15 Department: Office of the Chief Executive Officer Level: 6 - 7 depending on skills, experience and qualifications. Award: May be covered under Local Government Officers' WA Base Salary: $96,925.97 - $100,372.20 plus superannuation, housing and district allowances (if eligible) depending on skills, experience and qualifications. $5,000 retention bonus payable on completion of 3 years. Base Salary and allowances are pro-rata for part-time. Reports to: Chief Executive Officer The Executive Assistant (EA) provides high-level, confidential, and strategic support to the Chief Executive Officer (CEO) and Council, ensuring effective governance, efficient executive operations, and transparent communication across the organisation. This is not a traditional administrative role - it’s a trusted partnership position, central to enabling the CEO to focus on leadership, strategy, and people. The EA plays an active role as a connective link between Council, executive management, staff, and the community, ensuring clarity, accountability, and alignment in everything the organisation delivers. The role directly embodies and promotes the Shire’s CARECHIP Values – Courage, Authenticity, Respect, Excellence, Cohesion, Humility, Inclusion, and Passion. 1. People, Culture, and Team Support Model the Shire’s CARECHIP values and contribute positively to the Shire’s culture of respect, excellence, and inclusion. Foster collaboration between the CEO, Council, and staff through open communication and professional conduct. Provide general support to the Executive Management Team and coordinate cross-departmental initiatives. Demonstrate initiative, sound judgment, and emotional intelligence in handling confidential and sensitive matters. Assist with internal leadership, recognition, and engagement initiatives that strengthen workplace cohesion. 2. Governance and Council Support Coordinate the preparation, review, and distribution of Council and Committee agendas, minutes, and reports in accordance with statutory timelines. Maintain and monitor key governance registers, including declarations of interest, gifts and benefits, complaints, delegations, and Freedom of Information (FOI) requests. Support Councillor engagement by managing correspondence, briefings, events, and training logistics. Track Council resolutions and ensure timely completion and reporting. Assist with Audit & Risk Committee documentation and compliance tracking. Maintain confidentiality and integrity in handling all governance and Council information. 3. Executive and Strategic Support Manage the CEO’s calendar, inbox, and correspondence with focus and precision to ensure strategic priorities are met. Assist with the preparation, proofing, and coordination of complex reports, briefing notes, submissions, and presentations for Council, government agencies, and external partners. Support the CEO in preparing for ministerial, WALGA, and regional meetings, including research, briefing materials, and stakeholder engagement. Coordinate executive meetings, ensuring agendas, minutes, actions, and follow-ups are completed to a high standard. Maintain corporate records and ensure compliance with relevant legislation and policies. 4. Communication, Liaison, and Stakeholder Management Act as the primary liaison between the CEO, Shire President, Councillors, Executive Management Team, and external stakeholders. Support clear, timely, and accurate communication between the Office of the CEO, Council, and the community. Coordinate internal CEO communications, including staff updates, intranet messages, and cultural initiatives. Assist with building trusted relationships with government agencies, industry partners, and community leaders. Identify emerging risks, opportunities, and issues, and communicate these promptly to the CEO. 5. Systems, Processes, and Continuous Improvement Develop and maintain efficient systems and Standard Operating Procedures (SOPs) for the Office of the CEO. Ensure the accuracy and integrity of governance and executive information within systems such as SynergySoft, Diligent Boards, or Objective ECM. Manage procurement, purchasing, and credit card reconciliation for the CEO’s office in accordance with the Shire’s financial policies. Support executive recruitment, onboarding, and knowledge