Board Secretariat & Executive Administrator

Intelife Group is a social enterprise based in Western Australia, dedicated to empowering individuals with disabilities, enabling them to lead fulfilling lives.

We are undertaking an exciting period of transformation, strengthened by the recent acquisition of our newest commercial arm, Civitus Linen. This expansion supports our commitment to becoming a pre‑eminent social enterprise - one that delivers meaningful employment opportunities for people with disability, builds clear pathways to open employment, and invests in training and capability development for all our people.

We are seeking an experienced and highly organised Board Secretariat & Executive Administrator to provide high‑level administrative, governance and operational support to the Board of Directors and Executive team. This role is central to maintaining strong governance practices, and delivering professional, confidential and timely administrative support.

About the Role

Reporting to the CEO, this position is responsible for managing executive administration, coordinating Board and Committee activities, and supporting organisational governance processes. The successful candidate will demonstrate exceptional attention to detail, strong judgement, and the ability to work proactively in a team and independently.

Key Responsibilities

• Executive Document Management — Prepare, manage and file confidential documents, correspondence and records for the Board and Executive Team.
• Operational Support Coordination — Provide high‑quality administrative assistance  for organisational projects and compliance activities, including coordinating documentation, maintaining records, and supporting the delivery of internal programs and initiatives.
• Report & Presentation Coordination — Assist with the preparation, collation and professional presentation of reports, presentations and external documents.
• Executive Scheduling — Arrange internal and external meetings for the Executive Team, including logistics, agendas and supporting materials.
• CEO Event Coordination — Organise special events hosted by the CEO on behalf of Intelife.
• Meeting Minutes & Actions — Record and distribute minutes and action items for Executive, Board and Committee meetings.
• Board Support — Provide administrative support to the Chair and Directors, including collation and distribution of monthly Board and Committee reports.
• Board Coordination — Coordinate all Board meeting requirements, onboard new Directors & Board members, Director communication and raising POs for Board-related and CEO payments.
• Director Engagement — Manage Board attendance at Intelife events and strategy planning sessions.
• Facilities Liaison — Liaise with the Balcatta landlord regarding building maintenance issues.
• iDocs Administration — Organisation governance and policy documentation coordination.
• Process Improvement — Periodically review administrative processes for efficiency, consulting with stakeholders before implementing changes.
• Reporting — Provide meaningful daily, weekly and ad hoc reports as required.
• Team Collaboration — Work consultatively with team members and other departments to identify and implement efficiency improvements and best‑practice initiatives.
• Trend Monitoring — Track and share external trends, best practices and ideas relevant to administrative and governance functions.

About You

You will bring:

• Demonstrated experience in executive administration, governance support or board secretariat functions.
• Exceptional organisational skills, with the ability to manage competing priorities.
• High‑level written communication and document preparation capability.
• Strong judgement, confidentiality and professionalism.
• A proactive, solutions‑focused approach and the ability to work collaboratively across teams.

In return Intelife offers you:

• A positive, collaborative work environment where you will be working alongside passionate individuals who are dedicated to the work they do.
• Ability to salary package up to $15,900 per annum plus up to an additional $2650 per annum tax free dining out and entertainment.
• A full-time role with some flexibility e.g. a four‑day work pattern, or limited hybrid arrangement, or reasonable adjustments to support school‑related commitments.
• For more information, please contact one of our People Services Business Partners, Kellianne Meagher or Savon Truong on 1300 468 396

NB: Applications will be reviewed throughout the recruitment period and Intelife may appoint a successful candidate ahead of the advertised closing date.

To find out more about Intelife you may wish to visit: www.intelife.org