CEO Administration and Chairman Assistant

ASX; Sydney; Hybrid; AUD 120,000 - 180,000; Full time

Benefits offered by this job

Hybrid working

Flexible working arrangements

Job summary

ASX is seeking an experienced Chief Executive Office Administrator to support the Chairman and CEO, coordinating governance processes and coordinating senior leadership priorities. The role delivers confidential executive support, manages diary and travel, and oversees board and leadership events.

You will partner with the Chief of Staff and Company Secretariat to ensure timely governance, documentation and stakeholder engagement across a dynamic, global exchange.

Qualifications

• Significant experience providing executive support to a Board Chair or C-suite in a complex corporate environment.
• Experience coordinating Board and executive governance processes, including meeting papers, approval cycles, registers, deadlines and secure document management.
• Advanced capability in complex diary, travel, expense and stakeholder coordination, with the ability to manage competing priorities and sensitive matters.
• Demonstrated event and project coordination experience, including venue and supplier management, budgets, communications, logistics and on-the-day delivery.
• Advanced proficiency in Microsoft Office and collaboration tools, including Word, PowerPoint, Outlook, Teams and SharePoint.
• High standard of written communication, judgement and confidentiality, with proven ability to prepare executive-level correspondence and briefings.

Responsibilities

• Provide comprehensive executive support to the Chairman, including diary management, correspondence, meeting preparation, travel, expenses and Board administration.
• Coordinate governance registers, calendars, briefings and papers for Board and Executive Leadership Team.
• Lead end-to-end administration of Executive Leadership Team meetings, agendas, room logistics and documentation.
• Manage Board paper approval cycles, records, deadlines and archive final papers.
• Plan and deliver Board dinners, senior leadership forums and other high-profile events within budget.
• Maintain confidentiality and foster strong relationships with Board, regulators and external partners.

Skills

Executive support

Board governance coordination

Diary management

Event coordination

Stakeholder coordination

Tools

SharePoint

Teams

Outlook

PowerPoint

Word

Job description

CEO Administration and Chairman Assistant

ASX: Powering Australia's financial markets

Why join the ASX?

When you join ASX, you’re joining a company with a strong purpose – to power a stronger economic future by enabling a fair and dynamic marketplace for all.

In your new role, you’ll be part of a leading global securities exchange with a strong brand. We are known for being a trusted market operator and an exciting data hub.

Want to know why we are a great place to work, click on the link to learn more.

www.asx.com.au/about/careers/a-great-place-to-work

We are more than a securities exchange!

The ASX team brings together talented people from a diverse range of disciplines.

We run critical market infrastructure, with 1 in 3 people employed within technology. Yet we have a unique complexity of roles across a range of disciplines such as operations, program delivery, financial products, investor engagement, risk and compliance.

We’re proud to foster a workplace where diversity is celebrated and inclusion is part of our everyday culture. Our employee-led networks champion LGBTIQ+ inclusion, promote gender equality, accessibility and wellbeing, inspire giving and volunteering, and celebrate cultural and religious events, creating a sense of belonging for all. As an AWEI Bronze employer and member of the Champions of Change Coalition for gender equality, we’re committed to a fair and inclusive workplace where everyone can thrive.

Key purpose of the role

Enable the effective operation of the Chairman and CEO Office by providing trusted executive, administrative and governance support, coordinating senior leadership priorities and delivering high-quality Board, Executive Leadership Team and employee engagement activities. The role helps ensure executive commitments, governance processes and key events are managed professionally, proactively and confidentially.

Your team

The CEO Office supports the Chairman, Managing Director and CEO, Chief of Staff and Executive Leadership Team in the coordination of enterprise priorities, governance, stakeholder engagement and leadership activities. The team works closely with the Board, Executive Leadership Team, Company Secretariat and business functions across ASX to promote timely decision-making, effective executive administration and a consistent, professional stakeholder experience.

Your Responsibilities

• Provide comprehensive executive support to the Chairman, including complex business and personal diary management, correspondence, meeting preparation, travel, expenses, stakeholder engagements and Board recruitment administration.
• Partner with the Executive Assistant to the Managing Director and CEO to support the smooth operation of the CEO Office, including Chief of Staff administration, governance registers, calendars, briefings, records, expenses, invoices, travel and EA to Managing Director and CEO coverage during periods of leave or absence.
• Lead end-to-end administration of Executive Leadership Team meetings, including agendas, attendance and delegates, paper submissions, room and technology logistics, catering, presenter coordination, action records and SharePoint filing.
• Coordinate the CEO Office Board paper approval cycle with the Chief of Staff and Company Secretariat maintaining registers, tracking approvals and deadlines, archiving final papers and preparing Board packs where required.
• Plan and deliver Board dinners, Chairman-hosted functions, Senior Leadership Team Forums, People Leader Forums, quarterly social functions and ASX Live hospitality, including venues, contracts, budgets, invitations, suppliers, collateral, technology, speakers and event-day delivery.
• Maintain trusted relationships across the Board, executive leadership team, regulators, investors, government representatives, employees and external providers, while protecting confidentiality and continuously improving CEO Office administration and governance practices.

Your Experience And Qualifications

Must have

• Significant experience providing executive support to a Board Chair, C-suite executive or comparable senior leader in a complex corporate environment.
• Demonstrated experience coordinating Board and executive governance processes, including meeting papers, approval cycles, registers, deadlines and secure document management.
• Advanced capability in complex diary, travel, expense and stakeholder coordination, with the ability to manage competing priorities and sensitive matters.
• Demonstrated event and project coordination experience, including venue and supplier management, budgets, communications, logistics and on-the-day delivery.
• Advanced proficiency in Microsoft Office and collaboration tools, including Word, PowerPoint, Outlook, Teams and SharePoint.
• High standard of written communication, judgement and confidentiality, with proven ability to prepare executive-level correspondence and briefings.

Nice to have

• Experience in a listed, regulated, financial services or market infrastructure organisation.
• Experience supporting leadership forums, town halls or enterprise-wide employee events.

We make hiring decisions based on your skills, capabilities and experience, and how you’ll help us to live our values. We encourage you to apply even if you don’t meet all the criteria of this role.

If you need any adjustments during the application or interview process to help you present your best self, please let us know at ***email_hidden***.

At ASX Group, our diverse workforce is essential to build and maintain a fair and dynamic marketplace. We support flexible working and offer hybrid working options. Even if our roles are advertised as full-time, we encourage you to apply if you are interested in part-time or other flexible working arrangements.

We will arrange for successful candidates to have background checks, including reference and police checks, completed as part of the on-boarding process.

To be considered for this position, candidates must be legally authorised to work in Australia on a permanent basis without any restrictions.