Executive Assistant

Brisbane Grammar School; Brisbane; On-site; AUD 90,000 - 120,000; Full time

Job summary

Brisbane Grammar School is seeking an experienced Executive Assistant to provide high-level administrative support to senior leaders, including the CFO and Secretary to the Board. The role is autonomous, confidential and central to governance, wellbeing, and academic operations.

You will manage calendars, prepare correspondence, coordinate committees, and handle communications across departments while maintaining strict discretion and professional integrity.

Qualifications

• Prior experience assisting the Company Secretary.
• Availability to work variable hours set by the CFO/Secretary to serve the needs of the Board of Trustees and its Committees.
• Experience in an ASX listed corporate office or statutory body environment highly regarded.
• Appetite for using AI to create and sustain process efficiency.
• Eligibility for a Blue Card.
• Demonstrated success in a senior executive assistant role.
• Exceptional organisational and communication skills.
• High discretion and confidentiality.

Responsibilities

• Report to and provide direct support to the CFO and Secretary to the Board of Trustees.
• Support the Senior Deputy Headmaster's office.
• Provide comprehensive executive assistance to senior leaders and the department or faculty.
• Act as the first point of contact for the relevant executive, and the department or faculty.
• Prepare correspondence, reports, presentations, agendas and minutes.
• Manage calendars, meetings and shared inboxes.
• Maintain document and student management systems.
• Coordinate meeting dates, attendance, venues, technology and other meeting arrangements.
• Check Board and Committee papers for completeness, presentation, consistency and compliance with required timeframes.

Skills

Executive support

Calendar management

Communication skills

Discretion

Tools

Word

Excel

PowerPoint

Outlook

Teams

Job description

The School

Brisbane Grammar School is a non-denominational boys’ school of about 2000 students (Years 5 to12) overlooking the Brisbane CBD. The School maintains a 150-year strong tradition of academic excellence, extensive cocurricular activities and student wellbeing programs. We are fortunate to have a team of dedicated and professional staff who provide an exceptional learning environment responsive to the needs of our students.

Our Community

At Brisbane Grammar School, we take pride in our dedicated and professional staff, who are part of the School's achievements. The School values professionalism and fosters a dynamic culture of innovation and collaboration. The School supports creativity within a supportive environment where teamwork is encouraged both within and across disciplines.

Position Purpose

The Executive Assistant provides high-level executive administrative support and operational support to senior leaders and departments within the School. The role is characterised by high autonomy, initiative, discretion, professionalism and is critical to the smooth functioning of academic, wellbeing, pastoral and boarding operations.

The position serves as a central coordination hub for senior leaders, staff, students, parents and external stakeholders, ensuring excellence in communication, compliance, service delivery and event management across the School.

The role involves handling highly sensitive information, working with minimal supervision and exercising sound judgement, diplomacy and confidentiality at all times.

Key Responsibilities

Executive & Administrative Support

• Report to and provide direct support to the CFO and Secretary to the Board of Trustees
• Support the Senior Deputy Headmaster's office.
• Provide comprehensive executive assistance to senior leaders and the department or faculty.
• Act as the first point of contact for the relevant executive, and the department or faculty.
• Prepare correspondence, reports, presentations, agendas and minutes.
• Manage calendars, meetings and shared inboxes.
• Maintain document and student management systems

Board and governance support(specifically for the Secretary to the Board)

• Provide support to the Board of Trustees and its Committees, as allocated.
• Maintain the annual schedule of Board and Committee meetings, reporting deadlines and governance activities.
• Coordinate meeting dates, attendance, venues, technology and other meeting arrangements.
• Liaise professionally with the Chair, Trustees, and external advisers.
• Coordinate the preparation, quality review, approval and distribution of agendas and meeting papers.
• Check Board and Committee papers for completeness, presentation, consistency and compliance with required timeframes.
• Maintain secure access to Board and Committee documents.
• Maintain registers of decisions, resolutions, actions, conflicts of interest and other governance records as directed.
• Monitor agreed actions and follow up with responsible employees before due dates.
• Maintain appropriate separation between administrative support and the formal accountabilities of the Board, Chair, Secretary to the Board and senior leaders.

Communication, Publications & Digital Platforms

• Draft, review, edit and publish communications in line with School style guides.
• Coordinate relevant communications and documents, as required.
• Liaise with Marketing, EdTech and leadership teams.
• Maintain Microsoft Teams posts, portals and digital signage, as required

Student Administration, Records & Compliance

• Support mandatory reporting and liaise with external agencies.
• Ensure compliance with legislative and School requirements.

Student Support

• Liaise with families, students and staff as required.
• Coordinate appointments.
• Support specific student needs and groups, as required.

Event & Program Coordination

• Plan and deliver assemblies, ceremonies and school events.
• Manage invitations, RSVPs, ticketing, contracts and budgets.
• Attend after-hours events as required.
• Manage purchasing, budgets and credit card reconciliations.
• Coordinate travel and professional development bookings.
• Maintain stationery and resource supplies.
• Provide reception and front-facing support when required.

Skills, Experience & Attributes

• Prior experience assisting the Company Secretary;
• Availability to work variable hours set by the CFO/Secretary to serve the needs of the Board of Trustees and its Committees (TOIL is available to manage overall workload);
• Experience in an ASX listed corporate office or statutory body environment highly regarded
• Appetite for using AI to create and sustain process efficiency
• Eligibility for a Blue Card.
• Demonstrated success in a senior executive assistant role.
• Exceptional organisational and communication skills.
• High discretion and confidentiality.
• Ability to manage competing priorities.

Technical Skills

• Advanced Microsoft Word, Excel, PowerPoint, Outlook and Teams.
• Systems relevant to Schools.
• Digital publishing and content platforms.

Personal Attributes

• Professional, reliable and proactive.
• High attention to detail.
• Adaptable and resilient.
• Service-oriented and collaborative.
• Confidential

Any other reasonable duties as directed by the direct line manager.

Other Requirements

• Commitment to child safeguarding, School values and governance requirements.

BGS is an Equal Employment Opportunity employer committed to fostering a diverse, inclusive, and culturally safe workplace where everyone feels respected, valued, and empowered to thrive. Our recruitment process is designed to be inclusive and accessible. If you require adjustments at any stage, please let us know — we’re here to support you.

Brisbane Grammar School reserves the right to close the advertisement before the listed closing date.