Board Assistant


Summary

The Board Assistant primarily provides efficient, timely and accurate administrative support to the General Counsel & Company Secretary, the Legal team along with performing administrative tasks for the GMA Board of Directors. This is a part time role - 3 days per week.

Responsibilities

The main responsibilities include:

Board and Team Admin

  • Assisting the General Counsel and Company Secretariat team to coordinate and manage preparation for the Board and Committee meetings including preparing meeting schedules, paper due date calendars and coordinating meeting invites.
  • Managing and delivering Board and Committee Meeting papers to Directors and Senior Management, both physically (hard copy packs) and electronically through the Board Portal system.
  • Liaising with the CEO & CFO office to schedule board paper review meetings.
  • Arranging room bookings and other Director arrangements for the Board & Committee Meetings including coordinating pre-Board and Committee Meeting briefings.
  • Liaising with external appointed auditors and actuaries regarding Board & Committee Meetings schedules and paper due date schedules; providing copies of Audit & Risk Committee Meeting papers prior to meetings.
  • Diary management.
  • Lodging GMA ASX Releases on the ASX platform in accordance with our continuous disclosure obligations.
  • Assisting with the preparation and lodgement of relevant ASIC forms.
  • Scheduling weekly team meetings Coordinating the Monthly EXCO report.
  • Processing General Counsel’s Expenses (including monthly AMEX statement and personal reimbursements).
  • Organisation and payment of invoices.
  • Tracking of supplier invoices including ongoing tracking of expenditure and budget.
  • Assisting the General Counsel to coordinate marketing approvals & contract approval documents.
  • File & Document Management including drafting, managing and editing documents, correspondence, meeting minutes, agendas and presentations.
  • Process New Starters/exits/IT setup and terminations.
  • Maintenance of corporate “GEMS” system (updating information relating to Australian companies, directors and officers).
  • Provide back-up/support phone coverage and other daily activities for EA’s across the business as needed.
  • Reception cover as rostered and at other times when required.

Other

  • Assist team members and / or any other duties that may be reasonably required.
  • Other activities that may be required including kitchen stocking and floor level maintenance support activities.
  • Adhere to the compliance obligations relevant to the position; perform duties in an ethical, lawful and safe manner; undertake training as directed by the Regulatory & Corporate Compliance Leader; report and escalate compliance concerns, issues and failures; and disclose potential conflicts of interest.

Most Frequent Contacts

In addition to others within the department, this role interfaces with other internal functions, including most frequently:

  • GMA Board of Directors, Chairman and their Executive Assistants
  • Genworth Leadership Team, Managers and SLT Executive Assistants
  • Finance, Risk and Investor Relations teams
  • GNW Global MI Legal Team

This role also interacts regularly with external stakeholders including:

  • Regulators – APRA, ASX, ASIC
  • Professional Service Organisations – External Auditors, Actuaries, Law Firm Representatives and their Executive Assistants (E.g. KPMG, Finity and Ashurst)
  • Business Suppliers – Boardvantage, Diligent Boardbooks, CTM travel, Staples
  • GR Advisers & Company Secretarial Advisers (E.g. ECA, GRACosway, Company Matters)
  • Professional Associations – (E.g. ICA, ACLA, Governance Institute and The Australian Institute of Company Directors)

Qualifications – Required

  • At least 5-8 years administrative/EA/Legal Assistant experience in a private practice and/or corporate legal team environment in an ASX Listed Entity, preferably in financial services
  • Business Degree or Business TAFE level qualifications
  • Experience supporting General Counsel and Company Secretary with Board meeting preparation and requirements including Board paper collation and delivery to Directors through a Board Portal System
  • Experience with ASX Lodgements through ASX Online platform
  • Knowledge and understanding of compliance and demonstrated experience of working in a compliance function
  • Demonstrated ability to work under pressure and meet tight deadlines with limited supervision
  • Ability to liaise and deal confidently with all levels of management within the business
  • Self-directed and proactive, takes initiative to make improvements with processes and procedures, seeks clarification or probes for additional information to solve problems
  • Ability to work autonomously but also collaborate in a team environment
  • Strong verbal and written communication and presentation skills
  • Intermediate knowledge of MS Office, Word, Excel, Outlook and PowerPoint
  • Ability and trustworthiness to maintain strict confidentiality on issues of a sensitive nature
  • High level attention to detail
  • Sets high standards for quality output