Executive Assistant

ALS Limited; Brisbane; On-site; AUD 95,000 - 130,000; Full time

Job summary

ALS Limited is seeking an Executive Assistant to the General Counsel & Company Secretary and the ALS Board. The role provides trusted, confidential support across executive administration, Board coordination and office management.

You will also support the CEO and CFO when they are in Australia, supervise the reception function via a direct report, and help ensure the corporate office runs efficiently across time zones and travel domestically and internationally for Board meetings.

Qualifications

• Demonstrated experience supporting executives at the highest level and with a Board.
• Experience in ASX-listed, multinational or similarly complex corporate environments preferred.
• Exceptional organisation, prioritisation and attention to detail.
• Ability to manage competing deadlines and stakeholders across time zones.
• Absolute discretion with confidential information.
• Proactive and responsive with initiative to anticipate needs.

Responsibilities

• Manage complex diaries, meetings, travel and itineraries for the GC & Company Secretary.
• Maintain Board and Committee calendars; coordinate papers, agendas and run sheets.
• Administer and publish materials through Diligent Boards; manage meeting logistics and travel for Directors.
• Provide executive support to the CEO and CFO in Australia.
• Process expenses and invoices; maintain administrative records.
• Oversee reception, facilities, suppliers, and the corporate office budget.

Skills

Executive support

Board coordination

Discretion

Multinational experience

MS Office

PowerPoint

Travel coordination

Diligent Boards

Xakia

Tools

Diligent Boards

Microsoft Copilot

Xakia

PowerPoint

Outlook

Word

Teams

Job description

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.

Day to Day Responsibilities

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.

ALS is a global leader in testing, providing comprehensive testing solutions to clients in a wide range of industries around the world. Using advanced technologies and innovative methods, we help our clients leverage data-driven insights for a safer and healthier world. Our people are the heart of our business, driving testing solutions and innovations to solve complex challenges and create lasting value for our clients. But most importantly, our people care – for each other and for the work we do. With over 20,000 team members across 70 countries, you’ll be part of a global network.