Support Executive Leadership.
Strengthen Governance.
Drive Organisational Excellence.
Villaggio Sant' Antonio is seeking an experienced, highly organised and proactive Executive Assistant, Company Secretary & Strategic Governance Coordinator to provide executive support to the CEO, Deputy CEO and Board Chair while leading the organisation's governance administration, Board secretariat functions, grants coordination and fundraising support.
This is a diverse and rewarding senior support role that sits at the centre of the organisation, working closely with the Executive Leadership Team, Board Directors, government agencies, community organisations and key stakeholders.
The successful applicant will play a critical role in ensuring effective governance, supporting strategic initiatives and contributing to the long-term sustainability of Villaggio Sant' Antonio.
Reports to
: Chief Executive Officer (CEO), Deputy Chief Executive Officer (DCEO) and Board Chair
Key Responsibilities
Executive Support
Provide high-level executive support to the CEO, Deputy CEO and Board Chair.
Manage complex diaries, meetings, travel and executive correspondence.
Prepare executive reports, presentations, briefing papers and confidential documentation.
Coordinate executive meetings and follow up strategic actions.
Support communication with internal and external stakeholders.
Board Secretariat & Governance
Coordinate Board, Committee and Annual General Meetings.
Prepare agendas, Board papers and Board packs.
Attend Board and Committee meetings, including occasional after-hours meetings, and prepare accurate minutes.
Maintain Board action registers, governance records and policy registers.
Support governance compliance, Board inductions and governance and constitution reporting.
Liaise with Directors regarding Board documentation and meeting requirements.
Board Packs & Meeting Preparation
Coordinate the preparation and distribution of high-quality Board and Committee meeting packs.
Request reports, papers and updates from Executive Leadership Team members and relevant managers.
Review Board papers to ensure accuracy, completeness, consistency, formatting and quality.
Collate,



compile and distribute Board and Committee papers within agreed governance timeframes.
Work closely with the CEO, Deputy CEO and Board Chair to prepare meeting agendas and prioritise agenda items.
Ensure the secure and confidential management of Board documentation and sensitive information.
Maintain the Board and Committee meeting calendar, governance schedules and key reporting timelines.
Support the smooth delivery of Board and Committee meetings through effective planning, coordination and follow-up.
Governance Systems & Regulatory Administration
Maintain Board portals, governance records and document management systems.
Coordinate regulatory submissions, annual returns and governance reporting.
Manage organisational access to government and regulatory portals.
Monitor governance and compliance deadlines.
Support audit processes and regulatory documentation requirements.
Grants & Funding Coordination
Identify government, philanthropic and community funding opportunities.
Prepare grant applications and supporting documentation.
Maintain grants registers and funding calendars.
Coordinate reporting, acquittals and stakeholder engagement with funding bodies.
Support strategic funding initiatives aligned with organisational priorities.
Fundraising & Community Engagement
Assist in developing fundraising strategies and donor campaigns.
Support fundraising events, community initiatives and donor communications.
Coordinate the development and administration of the Villaggio Bequests Program.
Build positive relationships with community organisations, donors and stakeholders.
About You
You are an experienced Executive Assistant or Governance professional who enjoys working in a dynamic executive workplace and takes pride in delivering high-quality governance and organisational support.
You will demonstrate:
Proven experience in an Executive Assistant,



Company Secretary, Governance Officer, Board Secretariat or senior administration role.
Extensive experience preparing Board agendas, Board papers and taking professional minutes.
Strong organisational and time management skills with the ability to manage competing priorities.
Excellent written communication skills and experience preparing reports, submissions and correspondence.
Experience maintaining confidential information with professionalism and discretion.
High-level Microsoft Office skills and experience using Board portals, document management systems and online regulatory portals.
Strong stakeholder engagement and relationship management skills.
Flexibility to attend occasional evening Board and Committee meetings.
Experience in aged care, not-for-profit organisations, community services or multicultural organisations will be highly regarded.
Experience in grant writing, fundraising, donor engagement or governance compliance is also desirable.
Relevant qualification in Business Administration, Management, Governance, Public Administration or a related discipline is desirable but not essential.
Why Join Villaggio Sant' Antonio?
This is an exciting opportunity to join a respected not-for-profit organisation committed to delivering exceptional care and services to older Australians from culturally diverse backgrounds.
You will work closely with the CEO, Deputy CEO and Board of Directors while contributing to the governance, sustainability and future growth of the organisation.
Villaggio Sant' Antonio offers:
A diverse and strategic executive support role.
The opportunity to work closely with senior leadership and the Board.
A collaborative and values-driven workplace.
Professional development opportunities.
Not-for-profit salary packaging benefits.
Free on-site parking.
Applications
Applications should include:
A current résumé.
A cover letter outlining your experience in executive support, Board governance, company secretariat functions, grants coordination and stakeholder engagement.
Applications will be assessed as they are received, and the position may be filled prior to the closing date.

📌 Executive Assistant, Company Secretary & Governance Coordinator (Canberra)
🏢 Villaggio Sant Antonio
📍 Canberra