Executive Assistant / Board Secretary

• Part-time position (three days per week) on a maximum-term six-month contract.
• Flexible hybrid working arrangements, including two days per week in the office and one day working from home.
• Work closely with the CEO and the Board.
• Dynamic, collegiate and solutions-focused team.
• Salary packaging, ex gratia leave and an RDO program are available.

About the Victorian Healthcare Association

Established in 1938, the Victorian Healthcare Association (VHA) elevates a unified member voice to government, influences policy on sector-critical issues and presents forward-thinking solutions to support a strong healthcare system that meets the needs of all Victorians. The VHA connects members at executive and director levels to shape advocacy, encourage collaboration and strengthen sector capability through tailored development programs for Victoria’s current and future healthcare leaders.

VHA members represent 85% of Victoria’s publicly funded health sector and include hospitals and health services, community health services, bush nursing centres, specialist care services, public sector residential aged care services and non-bed-based services. Across metropolitan, rural and regional Victoria, our members deliver accessible healthcare services that respond to the needs of their communities.

The VHA team comprises experienced association professionals working across policy and advocacy, sector capability and corporate services. We are a dynamic, collegiate and solutions-focused team, with every staff member contributing to our culture and success.

Working at the VHA offers a range of benefits, including additional paid leave over the Christmas and Melbourne Cup periods, a day of cultural or birthday leave, salary packaging, an RDO program, and ongoing professional development and training.

About the role

Reporting directly to the Chief Executive Officer, the Executive Assistant & Board Secretary provides high-level executive, secretarial and administrative support to the CEO, together with comprehensive Board Secretariat and governance support to the VHA Board, its committees and subsidiaries as required.

Working closely with the CEO, Board and Committee Chairs, Board Directors, the General Manager – Corporate Services and the VHA Leadership Team, this trusted role requires sound judgement, discretion, initiative and exceptional organisational skills. The successful candidate will confidently manage competing priorities, anticipate requirements and build effective relationships with members, government representatives and other senior stakeholders.

The position has five primary areas of responsibility:

1. Executive support: manage the CEO’s diary, meetings, travel, enquiries and follow-up on urgent or sensitive matters.
2. Board and committee secretariat: coordinate meeting schedules, agendas, papers, minutes, action items and logistics for the Board, its committees and subsidiaries.
3. Governance coordination: maintain governance records, support director compliance and declarations, and assist with Board appointments, elections, induction and the Annual General Meeting.
4. Stakeholder relationships: build effective relationships and communicate professionally with Board Directors, members, government representatives, VHA leaders and staff.
5. Organisational coordination and culture: support leadership and administrative activities while contributing to the VHA’s collaborative and solutions-focused culture

About you

You are an experienced Executive Assistant and Board Secretary who understands the confidence and judgement required to support a CEO and Board effectively.

Highly organised and proactive, you can manage a substantial volume of engagements, activities and competing priorities while remaining calm, responsive and attentive to detail. You exercise discretion naturally, communicate confidently with people at all levels and know when to act independently and when to seek guidance.

You will bring strong governance administration, written communication and relationship-management capabilities, along with the ability to anticipate needs and develop practical solutions.

Selection criteria

Essential

• Demonstrated experience providing high-level executive assistance and Board Secretariat support.
• Experience managing and prioritising a high volume of engagements, activities and tasks within a busy executive office.
• Strong knowledge of Board and committee administration, including preparing agendas and papers, taking accurate minutes, maintaining governance records and monitoring actions.
• Exceptional organisational and time-management skills, with the ability to respond flexibly to changing priorities and tight timeframes.
• Excellent written and verbal communication skills, including the ability to communicate professionally with Board Directors, members, senior government representatives and other stakeholders.
• Demonstrated ability to exercise sound judgement, initiative, diplomacy, confidentiality and a high degree of integrity.
• Experience engaging and communicating with a large and diverse stakeholder group, preferably within an advocacy-focused organisation.
• Strong technology skills, including experience using databases and digital platforms to support executive and Board activities.
• Demonstrated ability to work autonomously while contributing effectively within a collaborative and integrated team.
• A tertiary qualification in a relevant field, such as business administration, is desirable; however, equivalent professional experience will be considered.
• A commitment to respectful and inclusive practice, including a willingness to learn about Aboriginal culture, values and protocols and contribute to activities under the VHA’s Reconciliation Action Plan.

Desirable

• Experience working within a not-for-profit organisation.
• Experience working within a member-based organisation, association or peak body.
• Familiarity with Victoria’s healthcare sector.

The successful candidate will be a trusted partner to the CEO and Board and will share the VHA’s commitment to supporting a strong, accessible and sustainable Victorian healthcare system.

How to apply

Visit here to obtain a copy of the position description.

For further information about the position, contact Kate Linton, General Manager – Corporate Services via kate.linton@vha.org.au using the subject line: Executive Assistant / Board Secretary enquiry via EthicalJobs.

Applications close at 11:59pm on the closing date.

To apply, please click "Apply Now" by the closing date.

The VHA is committed to building a respectful and inclusive workplace, appointing the best person for the role and supporting diversity. Applicants must have full Australian working rights to be considered for this position.

A position description is attached.