The award-winning Gelganyem Group represents the Traditional Owners for the Argyle diamond mine in the East Kimberley and administers the social and economic benefits arising under the Argyle Participation Agreement.

The Corporate Services Assistant supports the Corporate Services Manager and extended team to ensure the efficient running of the Gelganyem Group (Gelganyem). The position provides general secretariat, administrative, logistical, and project-based support services to the Executive Team and the directors of all Gelganyem entities in fulfilling their functions and accountabilities. These support services generally include general office administration activities, correspondence and communications, transport logistics, meeting organisation and other essential administrative functions.

General

• Provide general secretarial and personal administrative support to senior staff, including diary management, coordinating and arranging meetings and appointments and managing and supporting day-to-day activities.
• Work closely with the Executive Team to enhance the effective and efficient operation of Gelganyem.
• Provide logistical and other support services for stakeholder engagement relating to the closure of Argyle Diamond Mine.
• Other duties as directed by the Corporate Services Manager.

Secretariat

• Undertake occasional secretariat duties for all Gelganyem entities, including arranging and coordinating relevant directors’ and members’ meetings, printing and distributing Board papers, and ensuring all facilities and equipment required are arranged in collaboration with relevant staff.
• Liaise with key Gelganyem stakeholders including community members, Rio Tinto, Members of Parliament and their offices, directors, partner organisations, Government Departments, directors and internal staff as required to arrange meetings, coordinate events and progress outcomes sought by Gelganyem Group entities.
• Under direction of the CEO, ensure Traditional Owners, including the Boards of directors, are kept informed of current issues, meetings and events and provide information reports or documents for meetings.

Administrative Support

• Maintain the organisation’s filing system and assist with other administrative tasks where appropriate.
• Support the Corporate Services Manager with the day-to-day management of all properties of the Gelganyem Group and its related entities, including liaison with third-party property managers and other key stakeholders.
• Support the Corporate Services Manager with the day-to-day management of other Gelganyem assets such as equipment, resources and vehicle fleet.

Governance

• In consultation with the Corporate Services Manager, provide support to the Executive Officer where required to ensure compliance with ORIC and ASIC reporting requirements i.e. notification of changes, yearly general reports etc.
• Assist the Executive Team with annual auditing requirements.
• Assist the Executive Team broadly with quarterly Board meeting planning and logistics, as well as preparation for stakeholder meetings and consultation activities with Traditional Owners.

Finance

• Raise purchase orders and invoices as requested from time to time.
• Support the Corporate Services Manager to maintain an accurate and practical asset register of the Gelganyem Group.

Key selection criteria: essential

1. Strong interpersonal skills with experience in dealing with a diverse range of people from both a cultural and ethnic background.
2. Demonstrated organisational, administration and time management skills with the ability to balance competing demands in a calm and professional manner.
3. Demonstrated ability to maintain absolute confidentiality and manage a range of sensitive issues with delicacy and discretion.
4. Excellent problem-solving skills.
5. Demonstrated accuracy with sound written and verbal communication skills.
6. Strong relationship management skills with the ability to deal with a diverse range of stakeholders in a professional and responsive way.
7. Demonstrated ability to successfully utilise the Microsoft Office range (Word, Excel, Access, PowerPoint and Publisher) of programs to achieve the administration functions of this position.

Key selection criteria: desirable

1. Demonstrated experience in an administrative or financial role.

Applicants with experience working successfully with Aboriginal people will be highly regarded.