2025_Shire of Carnarvon - Executive Assistant

Carnarvon, Western Australia, Australia

Executive Assistant

We have two Executive Assistant positions available and welcome applications for both part-time and full-time roles.

As an Executive Assistant (EA), you will provide high-level administrative, operational, and strategic support to the Executive Manager. This role requires exceptional organisational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment. Acting as a key liaison between the Executive and internal and external stakeholders, you will facilitate efficient communication, coordinate critical projects, and contribute to operational effectiveness. Your proactive approach and problem-solving skills will be essential in ensuring the seamless execution of tasks and initiatives.

Key role outcomes:

• Demonstrate successful application through the application of the Shire's core values by promoting a work culture of sustainability, quality improvement, efficiency, and excellent customer service that corresponds to our Code of Conduct and Customer Service Charter.  
• A commitment to a safe work environment and WHS legislation, policy, and processes.
• Ensure compliance with the Local Government Act (WA) 1995 and any relevant legislation.
• Provide proactive support, including calendar management, travel coordination, meeting preparation, and correspondence drafting.
• Serve as the primary contact for internal and external enquiries, filtering and prioritising emails and calls while maintaining professionalism and confidentiality.
• Organise and facilitate meetings, including agenda preparation, note-taking, and follow-ups. Oversee document management, filing systems, and records retention.
• Assist in planning and executing key projects, tracking deadlines, deliverables, and progress. Act as a liaison between departments to ensure alignment with the executive’s vision.
• Identify opportunities to streamline processes, improve efficiency, and address issues proactively to maintain smooth operations.
• Address urgent or unexpected tasks as they arise, balancing priorities based on organisational needs. Support strategic initiatives and coordinate special projects as assigned.
• Handle sensitive business information with the highest level of discretion.
• Perform other duties as required that fall within the scope of the role, ensuring flexibility to meet organisational needs.

Work, Health & Safety Responsibilities

• To take reasonable care for their own safety and health and to avoid harming the safety and health of other people through any act or omission at Shire workplaces. And as relevant: 
  
• Proactively comply with all Shire WHS Policies, Procedures, and Guidelines, Practice, duties and other relevant conditions. As well as with the WA WHS Act 2020, WHS (General) Regulations 2022, all other relevant Regulations, Codes of Practice and Australian Standards. implemented and are being followed by employees. 
  
• As far as reasonably possible comply with instructions given by their employer or an authorised person in the interests of safety and health and in accordance with the WHS Act.   
  
• Must report to their manager, supervisor, WHS Representative, PC&S and/or other relevant contact person work related injuries, near misses and any hazards at the workplace that they cannot correct themselves. 
  
• Must use, store and maintain personal protective equipment as properly instructed, and not damage or misuse any equipment or facilities provided in the interests of safety and health.
  
• Participate in and where possible provide leadership for a continuous improvement culture of safety where best practice initiatives are entrenched in daily business activities. 
  

Essential Criteria:

• Highly developed ability to uphold a values-based approach in the workplace. 
• Highly effective written and verbal communication skills, including the ability to draft reports, correspondence, emails, and support the preparation of applications and documentation.
• Proven experience in an executive support role. 
• Strong organisational and multitasking abilities.
• High attention to detail and problem-solving skills.
• Ability to work independently, take initiative, and anticipate the needs of the executive to ensure seamless operations.
• Proactive, adaptable, and able to work under pressure while adjusting to shifting priorities.
• Professional demeanour and strong interpersonal skills, with the ability to build and maintain positive relationships with key stakeholders.
  
  

Desirable Criteria:

• Previous experience with Local Government
• Formal training or certification in business administration, office management, or a related field.
  

Licenses, Registrations, Memberships or Qualifications required of the role:

• Current Western Australia Driver's License.
• Work with Children's Check.

Pre-employment screening required for this role: 

• National Police Clearance - Less than 6 months old
• Pre-employment Medical Screening
• Alcohol and Other Drug screening

Remuneration and Benefits:

The successful applicant will join the Community Planning and Sustainability or Lifestyle and Community Team with a starting salary from $86,349.30 per annum, plus allowances (if eligible) and superannuation, (pro-rata for part time). 

Other cash benefits include but not limited to: 

• $2,320.99 p/a District Allowance*
• $4,437.18 p/a Housing Allowance*
• $1,452.99 p/a Annual Leave Loading 17.5%
• $10,707.36 p/a Superannuation (Statutory)
• $1,862.15 p/a Superannuation additional 2% (Optional, subject to employee salary sacrifice)*
• $3,500.00 Retention bonus upon completion of 3 years of service*
• $440.00 p/a Annual Leave Travel Assistance 
• Salary Continuance Insurance

Leave entitlements* 

• 5 weeks Annual leave
• 2 Local Government Public Holidays
• 10 days of paid Personal Leave
• 10 days of paid Pandemic Leave
• 38 hours of paid Volunteer Emergency Services Leave

Additional Allowances and Subsidies as per Attraction and Retention Policy*

• Salary Sacrificing for a range of benefits
• Local Club Membership Subsidies
• Gym Membership Subsidy
• Annual Pass for Aquatic Centre

*Subject to Corporate Policy

It is not the intention of the position description to limit the scope or accountabilities of the position but to highlight the most important aspects of the position. The aspects mentioned above may be altered in accordance with the changing requirements of the role. A copy of the position description can be obtained by following this link: PD. EXECUTIVE ASSISTANT

For further information about the role please telephone the Manager People, Culture and Wellbeing on (08) 9941 0031 or email sweetman.d@carnarvon.wa.gov.au 

To apply for the position, please submit your application by following the prompts below and clicking on "Submit Application". Please ensure you provide an up-to-date Resume and a Cover Letter that addresses the Essential and Desirable Criteria. 

Applications close at 4pm on 2 April 2025. 

We welcome applications for both part-time and full-time positions.