Executive Support Officer

• Join a small, close-knit team within a respected professional peak body making an impact in healthcare
• Dynamic role combining executive support and broader operational responsibilities
• Permanent | Full time in office | Opportunity for a 9 day fortnight
• Milton, Brisbane QLD 4064 | $75k per annum + super 

About the organisation

The Australian Institute of Medical and Clinical Scientists (AIMS) is the peak professional body representing medical and clinical scientists in all disciplines of medical laboratory science working throughout Australia. AIMS focus is on providing advocacy, events, professional development, continuing education, and opportunities for research and innovation for its members.

As the Executive Support Officer, you will provide high‑level administrative and governance support to the CEO, President, Board, Branches, and Committees. You will play a central role in coordinating meetings, preparing correspondence and documentation, maintaining systems, and supporting effective decision‑making across the organisation.

Working closely with a small, collaborative team, you will help ensure the smooth running of day‑to‑day operations, contribute to the development and maintenance of policies and procedures, and support AIMS’ strategic and operational objectives within a professional membership environment.

• CEO Support: Provide high‑level administrative support to the CEO, including document preparation, correspondence, meeting coordination and follow‑up of key actions and priorities.
• Board & Committee Coordination: Coordinate Board, Executive Committee and governance meetings, including agendas, papers, presentations, minutes and action tracking.
• Stakeholder Liaison: Act as a key point of contact for the CEO, working closely with the Board, Branch and Division Chairs, Committee Chairs, members and external stakeholders, ensuring clear communication and timely follow‑up.
• Governance & Policy Administration: Maintain organisational policies, governance records, registers, planners and templates, supporting compliance and effective operations.
• Branch Support & Event Coordination: Support Branches and Divisions with meeting coordination, governance activities, member communications and local initiatives, along with the delivery of webinars, workshops and events.
• Reporting, Research & Continuous Improvement: Prepare reports, presentations and supporting documentation, assist with audits and information requests, and undertake research to support projects, governance and operational improvements.
• CRM, Website & Document Control: Maintain and update the CRM (IMIS) and website, ensuring data accuracy and current information, and manage document control processes including versioning, formatting and secure storage.
• General Administration: Provide broader administrative support across the organisation and assist team members with day‑to‑day operational activities as needed.

Why You’ll Love It

• Work with a respected professional organisation, gaining exposure across different business functions and making a tangible impact in the healthcare sector.
• Join a collaborative and supportive team that celebrates wins, acknowledges milestones like birthdays, and actively encourages growth and development.
• Enjoy work‑life balance, with the option of a 9‑day fortnight and flexible working hours between 8am and 5pm.

What you’ll bring

• Demonstrated experience in an administrative, executive support or education role within a professional membership association or similar organisation.
• Proven experience providing high‑level administrative support to senior executives, including Board and committee support, as well as maintaining and updating policies and procedures.
• Excellent written and verbal communication skills, with strong interpersonal capability and a high level of attention to detail and accuracy.
• Proficient across the Microsoft Office Suite and database management systems, with iMIS experience highly regarded.
• Highly proactive and adaptable, with the ability to work autonomously, manage competing priorities and collaborate effectively within a small team.
• Experience supporting media, marketing and website administration activities.

Interested?

If you are looking for an exciting role where you can make a meaningful impact within healthcare, please apply now!

Applications will be reviewed as received, with no set closing date.

For a confidential conversation, please reach out to Sheridan Bagi at sheridan.bagi@beaumontpeople.com.au