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Executive Assistant & Association Support Coordinator

Job Description

The Executive Assistant & Association Support Coordinator provides central administrative, governance, and operational support for Parking Australia. Working under the direction of the Executive Manager, this role coordinates Board and committee administration, membership services, communications, events, records, financial administration, and recurring operational processes.

The primary purpose of this role is to offload routine, repeatable, and process-driven tasks from the Executive Manager, President, Board Directors, and Committee Chairs—allowing leadership to focus on strategic initiatives, member value, advocacy, commercial growth, and governance.

Job Title

  • Executive Assistant & Association Support Coordinator

Work Schedule
  • Day Shift
Job Qualifications/Requirements
  • Essential Skills & Requirements
    • Experience: Minimum of 5 years of experience in executive assistance, association administration, Board secretariat, or a high-level administrative role.
    • Governance Knowledge: Proven experience preparing agendas, Board packs, minute-taking, and managing action/decision registers.
    • Language & Communication: Exceptional written English skills with strong proofreading ability and high attention to detail.
    • Technical Proficiency: Advanced capabilities in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, SharePoint).
    • Systems Familiarity: Experience using CRM platforms, event management systems, email marketing tools, or survey platforms.
    • Time Management: Strong organizational skills with a demonstrated ability to manage competing deadlines independently.
    • Working Hours: Reliability to work during standard Australian business hours.
    • Compensation: Competitive salary package based on experience, paid in Philippine Peso (PHP / ₱).
  • Desirable Criteria
    • Experience supporting an industry association, non-profit, or membership organisation.
    • Experience supporting large-scale events, awards, or conferences.
    • Prior experience in an outsourced/offshore service delivery model.
    • Exposure to corporate governance or compliance frameworks.
    • Practical experience using AI productivity tools within privacy and quality control standards.
Job Responsibilities
  •  Board Governance & Secretariat
    • Prepare and maintain annual Board and committee meeting calendars.
    • Draft meeting agendas for Executive Manager, President, or Committee Chair approval.
    • Collect, format, collate, and distribute complete Board and committee meeting packs within agreed timeframes.
    • Attend meetings and take accurate draft minutes.
    • Maintain Board, committee, decision, and action registers, following up with action owners.
    • Maintain governance records, policies, delegations, induction materials, and archives.
    • Coordinate administrative elements of Board elections, appointments, and inductions.
    • Track and maintain the compliance and governance calendar, escalating approaching deadlines.
  • Executive & Operational Support
    • Manage the Executive Manager’s calendar, scheduling internal and external meetings.
    • Draft correspondence, briefing materials, presentations, templates, and routine reports.
    • Maintain project trackers, task lists, and recurring work schedules.
    • Coordinate travel, meeting logistics, and post-meeting follow-ups.
    • Triage inbox matters and prepare draft responses for review.
    • Perform administrative research and document standard operating procedures (SOPs).
  • Membership Administration
    • Process membership applications, renewals, resignations, and record updates.
    • Maintain membership CRM data, contact records, categories, and distribution lists.
    • Coordinate member onboarding, welcome packets, and membership certificates.
    • Prepare and issue membership invoices and routine renewal communications.
    • Respond to routine membership enquiries within target service levels.
    • Produce membership status reports, renewal trackers, and overdue follow-up lists.
  • Communications Administration
    • Format and schedule newsletters, member notices, and email marketing campaigns.
    • Update approved website content and manage publication schedules.
    • Schedule approved social media content and maintain the communications calendar.
    • Proofread and quality-check all public/member-facing communications prior to release.
    • Maintain communication templates and performance reports.
  • Event & Program Administration
    • Provide administrative support for conferences, awards, webinars, member events, and committee activities.
    • Handle event registrations, delegate enquiries, and attendee communications.
    • Coordinate logistics with speakers, sponsors, exhibitors, suppliers, and venues.
    • Prepare running sheets, attendee lists, name badges, certificates, and event feedback surveys.
    • Maintain event trackers, deadlines, and post-event close-out documentation.
  • Finance Administration Support
    • Prepare and issue approved membership and event invoices.
    • Coordinate invoice processing, maintaining purchase and supplier records.
    • Conduct routine accounts receivable follow-ups using approved templates.
    • Track budgets, expense records, and supporting schedules for the Treasurer, bookkeeper, or accountant.
    • Escalate financial anomalies, risks, or overdue accounts promptly.
  • CRM, Systems & Records Administration
    • Maintain organized SharePoint document libraries, templates, registers, and filing standards.
    • Administer distribution lists, shared mailboxes, and automated workflows.
    • Safeguard confidential information in compliance with privacy regulations.
    • Identify CRM/data quality issues and apply approved corrections.
  • Project & Advocacy Support
    • Coordinate administrative inputs for government submissions, consultations, and industry responses.
    • Maintain project plans, submission timelines, stakeholder lists, and version histories.
    • Collate research, member feedback, and committee contributions.
    • Format final submissions, briefing papers, and consultation documents.

To Apply, please create your profile at air.wrkpod.com for your application as this is part of the new application process, and click this link for the job details: here

All successful applicants will be stationed in our office at DUMAGUETE CITY, TANJAY CITY, OR ILOILO CITY. 

Good luck and God Bless!