Job Description

We're reimagining the way Australians live, work, and play. We own and manage some of the most recognisable and loved retail destinations across Australia.

We’re evolving our portfolio into destinations that offer a broad selection of retail, residential, and office spaces. Through our diverse portfolio, data-led decision-making, and nationwide development pipeline, we do things differently.

We are Vicinity.

Role purpose

Deliver exceptional governance support at the heart of organisational decision-making
We are seeking a highly organised, detail-focused and trusted professional to join our Company Secretariat team as a Board & Company Secretary Coordinator. In this pivotal role, you will support the effective operation of our Board, Committees and broader corporate governance framework, ensuring a seamless and professional experience for Directors and senior stakeholders.
This is a unique opportunity to work at the centre of Board governance and decision-making, contributing to high-quality outcomes and organisational integrity.

The Board & Company Secretary Coordinator is a trusted governance support role that will:
• foster the integrity, efficiency and consistency of Board and Committee processes to support fit-for-purpose engagement between management and the Board; and
• provide high quality administrative and corporate governance support to the Non-Executive Directors and Company Secretary team.

What you’ll focus on

• Board & Committee Coordination: Coordinate Board and Committee meetings, offsites, events and asset tours, ensuring a seamless and professional experience for Directors
• Calendar & Deadline Management: Manage Board and Committee calendars, key milestones and deadlines across the governance cycle
• Board Materials & Portal Management: Support the preparation and delivery of agendas, papers and minutes, and administer the Board portal (Diligent)
• Governance Process Control: Act as a central control point for Board and Committee materials, ensuring adherence to governance procedures, templates and standards
• Process Improvement & Tools: Maintain and continuously improve governance processes, systems and collaboration platforms
• Records: Maintain records and sensitive company secretarial documentation with discretion and care
• Stakeholder & Team Support: Provide high-quality support to Directors and the Company Secretary team, collaborate with Executive Assistants, respond to governance queries and contribute to team initiatives

What you’ll bring

You are a proactive, calm and highly organised professional who thrives in high-accountability environments. You bring a strong sense of ownership, discretion, adaptability and attention to detail, along with the confidence to engage with senior stakeholders. You are comfortable working within structured processes and frameworks while maintaining flexibility to respond pragmatically to changing business needs.

• Board & Executive Support Experience: Proven experience supporting senior leaders, Boards or Committees in complex corporate environments, including the coordination of high‑stakes meetings, materials and priorities
• Governance & Risk Awareness: Strong appreciation of governance frameworks, executive communication standards and the role governance plays in effective decision‑making and risk management
• Board Materials & Information Management: Experience preparing, managing and controlling sensitive Board level materials, records and portals, with a sound understanding of document control, information security and confidentiality
• Organisational & Delivery Excellence: Highly organised, with the ability to manage governance cycles, deadlines and competing priorities while maintaining quality and accuracy
• Process Improvement & Enterprise Mindset: Demonstrated capability to improve processes, drive efficiency and balance structured governance requirements with evolving business needs
• Professional Judgement & Stakeholder Engagement: Exceptional attention to detail, strong professional communication skills, sound judgement and the resilience to remain calm and solutions‑focused under pressure

Why Vicinity?

• Our benefits program focuses on creating an awesome place to work in which our people are rewarded and recognised. This includes:

• Flexible working options
• Birthday leave & purchased additional leave
• $1,000 worth of VCX securities rewarded for eligible team members
• Generous Parental Leave

Why Vicinity?

Our benefits program focuses on creating an awesome place to work in which our people are rewarded and recognised. This includes:

• Flexible working options

• Birthday leave & purchased additional leave

• $1,000 worth of VCX securities rewarded for eligible team members

• Generous Parental Leave

We live and work by our values of Respect, Integrity, Customer Focus, Collaboration and Excellence. They are the foundation to everything we do and provide us a north star with which we can shape meaningful places where communities connect.

At Vicinity we embrace and celebrate diversity and are committed to creating an inclusive work environment where we attract, retain and develop our people regardless of gender identity, ethnicity, sexual orientation, disability and age. Applications are encouraged from all sectors of the community and we strongly encourage applications from the Aboriginal and/or Torres Strait Islander community.

We are aware of current limitations with our website accessibility and are working towards improving this. Should you experience any issues accessing information in this job advertisement or the application form, and require this in an alternate format, please contact our Talent Acquisition Team. Similarly, if you would like to discuss workplace accessibility, any reasonable adjustments we can make to better support you during the recruitment process, or your potential future role please reach out to our Talent Acquisition team:

Email: talent.acquisition@vicinity.com.au

Phone: +61 3 7001 4000 (request to speak to our Talent Acquisition team)

Note: To be eligible to apply for this position, you must have existing, relevant Australian work rights. At the later stages of the recruitment process the shortlisted candidate/candidates will be required to undergo a Criminal History Background/Police Check as a mandatory part of the process. Additional qualification checks may also be required dependant on role and level.