Board & Committee Services Manager

Hort Innovation advances Australia’s $18.4 billion horticulture industry by investing in research and development, marketing and trade to build a prosperous and sustainable future for growers.

Our vision is for a prosperous and sustainable Australian horticulture industry built on innovation.

Our company values underpin the culture of Hort Innovation and play an important role in defining the behaviours we collectively strive for. Our company values are:

• We work as One Team

• We act with Integrity and Respect

• We Focus on the Future

• We make a Positive Difference

The Board and Committee Services Manager supports the Company Secretary in the effective operation of the Board and Board Committees by managing Board administration, governance processes, meeting logistics, records and systems.

The role is responsible for coordinating the timely preparation, quality review and distribution of Board and Board Committee agendas, papers, minutes and related
governance documentation. It requires a high level of accuracy, discretion, organisation and attention to detail.

As a key contact point for the Corporate Secretariat, the role works closely with Directors, the Chair, the Company Secretary, Executive and team members across HortInnovation to ensure Board and Committee processes operate smoothly, professionally and in line with agreed timeframes.

The role also provides executive support to the Company Secretary, Chair of the Board and Directors, including calendar, travel, meeting and administrative support.

Roles & responsibilities:

1. Board and Committee Administration:

• Managing the Company Secretary’s calendar, travel arrangements, expense reimbursement and other Executive Assistant responsibilities.
• Supporting directors with travel and accommodation arrangements for Board/ Board Committee meetings and attendance at Hort Innovation sponsored events.
• Administering directors’ entitlements and travel expense reimbursement, in accordance with Company policies.
• Supporting Company Secretary in coordinating and running Board meetings (including Board or Board Committee meetings convened in offsite locations).
• Scheduling day-to-day Board operations and regular meetings.

2. Company Secretary Support:

• Providing high-quality executive support to the Company Secretary, including calendar management, meeting coordination, travel arrangements, expense reimbursement and general administrative support.
• Managing the Corporate Secretariat inbox.
• Supporting the Company Secretary in coordinating and running Board and Board Committee meetings, including meetings held offsite or in regional locations.
• Supporting the Company Secretary in developing and maintaining forward meeting schedules and work plans for the Board and Board Committees and preparing draft agendas based on those schedules and work plans.
• Drafting and coordinating minute shells for Board and Board Committee minutes and assisting with finalising minutes for Company Secretary review and approval.
• Maintaining the Board and Board Committee action registers, ensuring actions are accurately captured, updated and followed up in a timely manner.
• Assisting with the preparation and maintenance of Board governance documents, schedules, records and registers.
• Supporting the Company Secretary with regular communications to Directors, including updates on Board activities, meeting schedules, key deadlines and important developments.
• Supporting the delivery of key governance activities, including the Annual General Meeting, Annual Report process and other Board-related governance requirements as required.

3. Governance Systems and Records Management

• Acting as administrator for the Diligent Board Portal, ensuring Board and Board Committee materials, records, approvals and governance documentation are accurate, accessible and maintained in accordance with company requirements.
• Assisting in maintaining currency of relevant pages on the extranet and intranet.
• Maintaining accurate and accessible document storage in the Diligent Board Portal, including the ongoing management of the Diligent Resource Centre.
• Ensuring corporate records arising from Board and Board Committee decisions are accurately maintained and kept up to date.
• Assisting with the safekeeping, archiving and destruction of documents in accordance with relevant records management and retention requirements.
• Maintaining and updating statutory registers and related governance records as required.
• Identifying opportunities to improve Board and Committee administration processes, systems and templates, and work with the Company Secretary to implement agreed improvements.

4. Stakeholder Coordination and Communication

• Acting as a professional and responsive contact point for Directors, the Chair, the Company Secretary, Executive and internal stakeholders on Board and Committee administration matters.
• Building and maintaining effective working relationships across Hort Innovation to support the timely delivery of Board and Committee papers, updates and follow-up actions.
• Providing regular updates to relevant team members about Board activities and work schedules, including meeting dates, paper deadlines, attendance requirements and action items.
• Supporting cross-functional coordination for governance-related activities, including AGM planning, Annual Report preparation and Board reporting processes.
• Communicating clearly and professionally, both verbally and in writing, with a strong understanding of the confidential and sensitive nature of Board business.

Experience:

The ideal candidate will have:

Governance and Secretariat Experience

• Prior experience providing Board co-ordination support within a busy corporate secretariat, governance, executive office or similar environment in either a law firm environment and/or an in-house legal team or corporate secretariat function.
• Familiarity with corporate governance frameworks and practices, including Board processes and annual reporting requirements, including Annual Reports, Annual General Meetings, financial reporting cycles and director induction processes.
• Experience owning and improving the end-to-end Board paper process including preparing, coordinating and maintaining Board and Committee agendas, papers, minutes, workplans, calendars, action registers and related records.
• Experience supporting governance processes with a high level of confidentiality, discretion and professionalism.

Systems and Technical Skills

• High level of proficiency using an online Board portal, preferably Diligent, or similar Board management systems.
• Strong capability with Microsoft Office, SharePoint, video conferencing platforms and document management systems.
• High level of accuracy in preparing, formatting, reviewing and maintaining formal documents, meeting papers and records.
• Ability to manage digital records and governance documentation in a structured, secure and accessible way.

Organisation and Delivery

• High level of attention to detail and commitment to producing accurate, professional and high-quality work.
• Strong organisational skills, with the ability to juggle multiple priorities, deadlines and stakeholders.
• Demonstrated ability to coordinate complex meeting schedules, travel arrangements, Board calendars, meeting packs, reports and databases.
• Ability to work calmly and effectively under pressure, particularly during Board paper preparation and meeting cycles.
• Strong follow-through, with the ability to track actions, manage deadlines and ensure required outcomes are delivered and the ability to proactively follow up with colleagues to deliver desired outcomes and results.

Communication and Stakeholder Management

• Strong written and verbal communication skills, including the ability to communicate governance and business matters clearly and professionally.
• Ability to work effectively with Directors, senior executives, internal stakeholders and external parties.
• Demonstrated ability to build trusted working relationships while maintaining appropriate boundaries, discretion and confidentiality.
• Ability to exercise sound judgement, manage sensitive information and navigate complex situations with professionalism.

Continuous Improvement and Professional Standards

• Experience identifying opportunities for process improvement and working with others to implement practical improvements.
• A proactive and solutions-focused approach to supporting the effective operation of Board and Committee processes.
• Receptive and open to feedback, with a commitment to continuous improvement.
• Demonstrated high ethical standards and integrity in all working relationships.
• Ability to maintain strict confidentiality and protect the integrity of sensitive Board and company information.

The role is based in Sydney; Hort Innovation operates on a hybrid working model, so there is flexibility to balance time in the office with remote work. Given the nature of the Board calendar and in-person event co-ordination, there is an expectation of office attendance particularly around weeks when there are Committee and/or Board meetings, including some travel.

What you'll get:

• Competitive salary

• Hybrid work environment

• Salary sacrificing

• One extra leave day between Christmas and New Year

• Seasonal vaccinations

• Ongoing professional development opportunities

• Reward and recognition program

• Wellbeing focus including free access to an Employee Assistance Program plus other tools and resources

• A highly motivated and fun team