2025 Shire of Carnarvon Executive Assistant to the Chief Executive Officer

Executive Assistant to the Chief Executive Officer

The Executive Assistant (EA) provides high-level confidential and strategic support to the Chief Executive Officer (CEO) and Council ensuring effective governance efficient executive operations and transparent communication across the organisation.

This is not a traditional administrative role - its a trusted partnership position central to enabling the CEO to focus on leadership strategy and people. The EA plays an active role as a connective link between Council executive management staff and the community ensuring clarity accountability and alignment in everything the organisation delivers.

The role directly embodies and promotes the Shires CARECHIP Values Courage Authenticity Respect Excellence Cohesion Humility Inclusion and Passion.

Key role outcomes:

1. People Culture and Team Support

• Model the Shires CARECHIP values andcontribute positively to the Shires culture of respect excellence andinclusion.
• Foster collaboration between the CEOCouncil and staff through open communication and professional conduct.
• Provide general support to theExecutive Management Team and coordinate cross-departmental initiatives.
• Demonstrate initiative sound judgmentand emotional intelligence in handling confidential and sensitive matters.
• Assist with internal leadershiprecognition and engagement initiatives that strengthen workplace cohesion.

2. Governance and Council Support

• Coordinate the preparation review anddistribution of Council and Committee agendas minutes and reports inaccordance with statutory timelines.
• Maintain and monitor key governanceregisters including declarations of interest gifts and benefits complaintsdelegations and Freedom of Information (FOI) requests.
• Support Councillor engagement bymanaging correspondence briefings events and training logistics.
• Track Council resolutions and ensuretimely completion and reporting.
• Assist with Audit & Risk Committeedocumentation and compliance tracking.
• Maintain confidentiality and integrityin handling all governance and Council information.

3. Executive and Strategic Support

• Manage the CEOs calendar inbox andcorrespondence with focus and precision to ensure strategic priorities are met.
• Assist with the preparation proofingand coordination of complex reports briefing notes submissions andpresentations for Council government agencies and external partners.
• Support the CEO in preparing forministerial WALGA and regional meetings including research briefingmaterials and stakeholder engagement.
• Coordinate executive meetings ensuringagendas minutes actions and follow-ups are completed to a high standard.
• Maintain corporate records and ensure compliance withrelevant legislation and policies

4. Communication Liaison and StakeholderManagement

• Act as the primary liaison between theCEO Shire President Councillors Executive Management Team and externalstakeholders.
• Support clear timely and accuratecommunication between the Office of the CEO Council and the community.
• Coordinate internal CEO communicationsincluding staff updates intranet messages and cultural initiatives.
• Assist with building trustedrelationships with government agencies industry partners and communityleaders.
• Identify emerging risks opportunitiesand issues and communicate these promptly to the CEO.

5. Systems Processes and ContinuousImprovement

• Develop and maintain efficient systemsand Standard Operating Procedures (SOPs) for the Office of the CEO.
• Ensure the accuracy and integrity ofgovernance and executive information within systems such as SynergySoftDiligent Boards or Objective ECM.
• Manage procurement purchasing andcredit card reconciliation for the CEOs office in accordance with the Shiresfinancial policies.
• Support executive recruitmentonboarding and knowledge transfer processes.
• Drive innovation by identifying andimplementing system improvements that enhance transparency and accountability.

6. Events Travel and Representation

• Coordinate the CEOs and Councilstravel itineraries accommodation and event attendance.
• Organise corporate functions civicevents community receptions leadership workshops and staff celebrations.
• Support CEO and Presidentrepresentation at community and regional events through assisting and/or preparationof speeches briefings and follow-up documentation.
• Ensure all engagements reflect theShires professionalism hospitality and local pride.

Key Outcomes (What Success Looks Like):

Work Health & Safety Responsibilities

• Fully understand their WHS responsibilities relevant legislation policy guidelines and standards; and regularly update their knowledge.
• Proactively recognise and identify hazards investigate accidents and near misses implement controls and prevention programmes provide and maintain workplaces plant and systems of work that do not expose employees to hazards. Ensure safe work practices and procedures are documented understood implemented and are being followed by employees.
• Ensure that Safety & Health Representatives reporting to them are able to carry out their legislated functions.
• Provide and enforce the use of adequate protective clothing and equipment where it is not practicable to avoid the presence of hazards in the workplace.
• Ensure safe use cleaning and maintenance transportation and disposal of substances and plant used in the workplace
• Attend the WHS Committee meeting either as a member or rostered as an invited guest.
• Lead a continuous improvement culture of safety where best practice initiatives are entrenched in daily business activities.

Extent of Authority

• Operates under limited direction within established policies and procedures.
• Exercises discretion and initiative in managing sensitive matters and prioritising workloads.
• Authorised to liaise with Councillors staff and external stakeholders on behalf of the CEO.
• May provide direction to administrative support staff and coordinate contractors as required.

Essential Criteria:

• Proven experience providing high-levelexecutive and governance support to a CEO executive or elected body.
• Strong understanding ofconfidentiality discretion and political sensitivity in an executiveenvironment.
• Advanced written and verbalcommunication skills with exceptional attention to detail.
• Excellent organisational andtime-management skills with the ability to manage competing priorities.
• Demonstrated ability to build trustedrelationships and engage confidently with senior stakeholders.
• High level of digital literacy withproficiency in Microsoft 365 and electronic document management systems ( preferrable)

Desirable Criteria:

• Sound understanding of the LocalGovernment Act 1995 associated regulations and meeting procedures.
• Experience working with Councillors orBoards in a regional or complex environment.
• Knowledge of governance complianceframeworks including registers disclosures and FOI
• Local knowledge and genuine connectionto the Carnarvon community and region.

Values & Behaviours:

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 Office of the Chief Executive Officer with a starting salary from $96225.97 - $100372.20 per annum plus allowances (if eligible) and superannuation (pro-rata for part-time) depending on skills experience and qualifications.

Other cash benefits include but not limited to:

• $1201.11 p/a District Allowance* (pro-rata for part-time).
• $6123.30 p/a Housing Allowance* (pro-rata for part-time).
• $1619.19 p/a Annual Leave Loading 17.5% (pro-rata for part-time).
• $12426.05 p/a Superannuation (Statutory) (pro-rata for part-time).
• $2071.01 p/a Superannuation additional 2% (Optional subject to employee salary sacrifice)* (pro-rata for part-time).
• $5000.00 Retention bonus upon completion of 3 years of service* (pro-rata for part-time).
• $440.00 p/a Annual Leave Travel Assistance

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: 15PD. EXECUTIVE ASSISTANT TO THE CEO

For further information about the role please telephone People and Culture Services on (08)or email

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 4pm Friday 24 October 2025.