Executive Assistant

ALS; Brisbane; On-site; AUD 100,000 - 165,000; Full time

Job summary

ALS is seeking an Executive Assistant to the General Counsel & Company Secretary and the ALS Board in Brisbane. You will provide confidential executive support, coordinate Board activities, and oversee office operations across a global, ASX-listed organisation.

You will manage complex diaries, travel, board papers, and administrative records, while supporting the CEO and CFO during Australia visits. Experience with Diligent Boards and modern productivity tools is highly valued.

Qualifications

• Demonstrated experience supporting executives at senior level and with board interaction.
• Experience in ASX-listed or multinational corporate environments preferred.
• Excellent organisation, prioritisation and attention to detail.
• Ability to manage competing deadlines and stakeholders across time zones.

Responsibilities

• Manage diaries, meetings, travel and itineraries for the General Counsel & Company Secretary.
• Maintain Board and Committee calendars and coordinate meeting schedules.
• Coordinate Board and Committee papers, agendas, run sheets and minute templates.
• Administer and publish Board materials through Diligent Boards.
• Coordinate domestic and international travel for Directors and executive team.
• Provide executive support to CEO and CFO when in Australia.

Skills

Executive support at highest level

Board coordination

Discretion

Time-zone coordination

Tools

Diligent Boards

Microsoft Copilot

Xakia

Microsoft 365 (PowerPoint/Outlook/Word/Teams)

Job description

At ALS, we encourage you to dream big.

When you join us, you’ll be part of a global team harnessing the power of scientific testing and data-driven insights to build a healthier future.

The Role

As Executive Assistant to the General Counsel & Company Secretary and the ALS Board, you will provide trusted, responsive and confidential support across executive administration, Board coordination and office management.You will also support the CEO and CFO when they are in Australia, provide oversight and leadership to the reception function through a direct report, and help ensure the corporate office runs efficiently. Working across a global, ASX-listed organisation, you will coordinate stakeholders across multiple time zones and travel domestically and internationally when required for Board meetings.

The Day to Day

• Manage complex diaries, meetings, travel and itineraries for the General Counsel & Company Secretary.
• Maintain Board and Committee calendars and coordinate meeting schedules.
• Coordinate Board and Committee papers, agendas, run sheets and minute templates.
• Administer and publish Board and Committee materials through Diligent Boards.
• Coordinate meeting logistics and domestic and international travel for Directors.
• Provide executive support to the CEO and CFO while they are in Australia.
• Process expenses and invoices and maintain relevant administrative records.
• Act as a super user for Legal and Risk Group systems, including Xakia.
• Support the Legal and Risk Group with document execution, signatures and administrative requirements.
• Oversee office facilities, access, suppliers, services, workplace activities and the corporate office budget.
• Lead and support the Reception function via a direct report, ensuring the visitor experience and office coordination operates smoothly and professionally.
• Oversee corporate archiving and approved records-destruction activities.

The Essentials

• Demonstrated experience supporting executives at the highest organisational level and working directly with a Board.
• Experience within an ASX-listed, multinational or similarly complex corporate environment is strongly preferred.
• Exceptional organisation, prioritisation and attention to detail.
• Ability to manage competing deadlines, shifting priorities and stakeholders across multiple time zones.
• Absolute discretion when managing confidential and sensitive information.
• A proactive and responsive approach, with the initiative to anticipate needs and drive outcomes.
• Strong written and verbal communication skills, with a confident, friendly and professional style.
• Advanced Microsoft Office skills, particularly PowerPoint, Outlook, Word and Teams.
• Confidence using technology and AI-enabled productivity tools to improve quality and efficiency.
• Experience with Diligent Boards and Microsoft Copilot is highly desirable; Xakia experience is advantageous.
• Ability to supervise others and coordinate office operations, suppliers and budgets.
• Willingness to travel domestically and internationally when required.

Working at ALS

The ALS team is a diverse and dedicated community united by our passion to make a difference in the world.

Our values are important to us, and shape how we work, how we treat each other and how we recognise excellence.

At ALS, you’ll be supported to develop new skills and reach your full potential. We invest in our people with programs and opportunities that help you build a diverse career with us.

We want everyone to have a safe, flexible and rewarding career that makes a positive impact on our people, the planet and our communities.

Everyone Matters

ALS is proud to be an equal opportunity employer and is committed to fostering an inclusive work environment where the strengths and perspectives of each employee are both recognised and valued.

ALS also welcomes applications from people with all levels of ability. Reasonable adjustments to support candidates throughout the recruitment process are available upon request.

Eligibility
To be eligible to work at ALS you must be a Citizen or Permanent Resident of the country you are applying for, or either hold or be able to obtain, a valid working visa.