Executive Assistant

Queensland Symphony Orchestra; City of Brisbane; On-site; AUD 80,000 - 100,000; Full time

Job summary

Queensland Symphony Orchestra (QSO) is seeking an Executive Assistant to support the CEO and Senior Leadership Team. The role involves managing diaries, coordinating meetings, preparing board papers, and handling VIP and government funder engagements.

You will work with a small, dedicated team to ensure smooth operations and effective stakeholder relations across Queensland. You will maintain records, coordinate travel, assist with events, and implement process improvements to enhance

Responsibilities

• Provide high-level executive support and a first point of contact to the CEO’s office, including diary and call management.
• Organise meetings with internal and external stakeholders and resolve conflicting demands on the CEO’s time.
• Prepare monthly Board papers, take minutes, and coordinate action items with the CEO and CFO/Company Secretary.
• Coordinate travel and accommodation arrangements for domestic and overseas trips.
• Attend concerts and VIP functions and assist with front of house greeting and ticket distribution for stakeholders.
• Improve administrative systems and office processes for efficiency and consistency.
• Collaborate with QSO’s Social Committee to organise employee acknowledgements and social events.

Skills

Organisation

Stakeholder management

Diary management

Communication

Job description

Queensland Symphony Orchestra – South Brisbane QLD

Queensland Symphony Orchestra (QSO) is seeking an Executive Assistant. This role is integral in supporting the leadership of QSO, an organisation dedicated to inspiring orchestral performances in the QPAC concert hall and across the state. The Executive Assistant reports to the CEO and is also a key support to Board and subcommittee meetings.

This position provides high-quality executive and administrative support to the CEO and Senior Leadership Team and maintains effective connections across a diverse range of internal and external stakeholders. Managing office requirements and protocol involving our relationships with VIPs and government funders are also part of the role. You will form part of a small but passionate team supporting some of the most talented artists in the country, caring deeply about collaboration, integrity and impact.

About the role

What you will do:

Provide high-level executive support and a first point of contact to the CEO’s office, including timely, effective diary and call management, organising meetings with internal and external stakeholders, redirect enquiries as appropriate and, in consultation with the CEO, resolving conflicting demands upon their time.

Provide a full range of administrative support services to the CEO and Senior Leadership Team (SLT), including filing and records management, minutes and reminders for SLT meetings, financial reconciliations, and coordination of domestic and overseas travel and accommodation arrangements (including other relevant business team members or managers where applicable).

Compile and distribute monthly Board papers, take minutes and coordinate the circulation and follow up of action items, recommendations and approvals, in consultation with the CEO and CFO/Company Secretary.

Attend concerts and VIP functions and assist with front of house greeting and ticket distribution for those stakeholders.

Manage process of issuing concert invitations to board, corporate and government guests - ensuring invitation lists are collated, distributed and compiled in a strategic and timely manner, and ensuring sufficient briefings to relevant parties.

Identify and implement improvements to administrative systems and clarity of office processes to increase efficiency and consistency.

In collaboration with QSO’s active Social Committee, organise and help to deliver employee acknowledgement and occasional social events.

Maintain central registers and administer relevant reminders, notifications and reports in consultation with the CFO and other SLT members, including contract, asset, mail and policy registers.

About QSO

Queensland Symphony Orchestra is sought out and admired for the refreshingly real, Queensland touch we bring to Australia’s arts and entertainment sector. Driven by a team of professional, passionate and talented individuals, we work hard both on and off the stage, to create extraordinary experiences that bring people together. Working to consistently deliver quality and value every time, we create unique bonds with our audiences, partners and supporters, building long lasting connections.

As one of the largest performing arts companies in Queensland and the state’s only professional symphony orchestra, we play a vital role in Queensland’s cultural community. Our community and education programs provide entertaining, inspiring and educational experiences for children, students, and regional and remote communities across Queensland, setting a shining example that the orchestra is truly for everyone.

What we offer

The opportunity to join an accomplished organisation in the not-for-profit sector and contribute to the performing arts in Queensland from behind the scenes.

A professional and collaborative team environment, passionate about music and sharing music with all of Queensland.