Board Coordinator

• Do you pride yourself on exceptional attention to detail and professionalism?
• Max Term Full Time contract (maternity leave cover)
• Melbourne Location - Hybrid working environment.

Are you an organised, articulate, and focused business support manager or executive assistant? This is your opportunity to join the Company Secretariat Superannuation team at Insignia Financial and advance your career.

The opportunity to join our team

This role will be responsible for supporting our Company Secretaries and the wider team, with a range of co-ordination and business support tasks.

In this pivotal role, you will assist our Company Secretaries in a variety of tasks including (but not limited to) setting up board meetings, preparing board and committee agendas and minutes, and coordinating meetings via zoom, whilst always maintaining confidentiality and adherence to our policies and processes.

Key Responsibilities:

• Prepare Board and Committee meeting agendas and collection of information for meetings including coordination of Board and Committee paper and circular resolutions
• Prepare shell minutes and coordinate forward planning for meetings including distribution of Board and Committee meeting packs
• Prepare, organise, and coordinate Board and Committee meeting dates, calendar and invites
• Managing and coordinating Board and Committee meetings on-site or via Zoom (as applicable)
• Maintain confidential records, registers and filing of board paper, correspondence, and related material
• Process invoices and expense claims for payment, adhering to expenses policies and procedures
• Coordinate audit, legal and regulatory information requests
• Monitor shared mailboxes operated by the Company Secretariat team and other general administrative duties
• Assist with Co Sec employee onboarding/offboarding

What you will bring

• Demonstrated experience in similar coordination/administrative role working with senior stakeholders in a large corporate environment
• Articulate, confident, calm under pressure
• Strong personal integrity, determination, and resilience
• Excellent problem-solving skills
• Exceptional attention to detail
• Excellent interpersonal and communication skills
• Ability to work as a member of a team as well as independently with minimal supervision
• Ability to work under pressure, manage multiple tasks and prioritise deadlines under conflicting requirements
• Strong organisational skills to maintain rigour of reporting cycles and timelines
• Proactive mindset, good at anticipating stakeholder needsExperience with superannuation or financial services would be an advantage

Make your move. Make your mark.

What gets us excited about working here? Helping people do more with their money. From those starting out to those retiring. As your team, we’ll show up for you and together we will create financial wellbeing for every Australian. Because we know people who are confident about their financial future live better lives

If this sounds like your kind of career, you sound like our kind of person. Here, you’ll be making a positive impact in people’s lives straightaway – and every day. The first point of contact for our clients whenever they need support.

Along the way, you’ll be free to learn new skills, grow, and get great things done. Around here, we like to call it “putting our fingerprints on the future”.

Showing up for every Australian

We’re one of Australia’s leading financial wellbeing organisations, helping people feel good about their money. This starts by helping our people feel good about working here. That means flexibility. Plenty of opportunity. And celebrating all the unique things that make you, you – what matters to you, matters to us.

To Apply

Read more here about why you should join our team.

Applicants will be required to provide evidence of their eligibility to work in Australia, and at a minimum be required to undertake police and basic credit checks as a condition of employment.

Please note that applications from agencies will not be considered at this time.

We acknowledge and celebrate the richness that individual differences bring to our team. If you need assistance or an adjustment during the application process, please reach out and let us know.