Executive Assistant

Virgin Australia Airlines; City of Brisbane; Hybrid; AUD 90,000 - 130,000; Full time

Benefits offered by this job

Discounted flights for you and family

Travel credits per year

Travel discounts worldwide

Wellbeing support and counselling

Dress for Your Day flexibility

Job summary

Virgin Australia Airlines is seeking an experienced Executive Assistant to support our Chief Legal Officer & Company Secretary. You will protect time, coordinate diaries, and manage the executive office’s meetings and materials.

In this high-trust role, you will handle sensitive information with discretion, liaise with senior stakeholders, and ensure governance deadlines are met across Board and Committee schedules. A calm, proactive partner is essential.

Qualifications

• Proven experience providing high-level support to a C-suite or ELT member in a complex corporate or regulated environment.
• Strong judgement, prioritisation, calmness under changing priorities.
• Excellent written communication and stakeholder-management with senior leaders.
• High discretion when handling confidential and legally privileged material.
• Strong organisation across diaries, travel, materials and deadlines.

Responsibilities

• Provide proactive, high-level executive support to the Chief Legal Officer & Company Secretary.
• Triage requests, protect the executive's time and priorities, and manage access.
• Own a complex diary with meetings, travel, itineraries and schedule changes.
• Coordinate the CLO leadership team's rhythm, including agendas and papers.
• Collaborate with Company Secretary to coordinate Board/Committee schedules and deadlines.

Skills

Executive support

Diary management

Stakeholder management

Discretion

Microsoft 365

Tools

Microsoft 365

Job description

Hello. We're Virgin Australia.

We're the airline that's always done things a little differently. Our way. The Virgin way. We're building the airline people love, and that starts with brilliant people behind the scenes.

We're looking for an experienced Executive Assistant to partner with our Chief Legal Officer & Company Secretary, a member of our Executive Leadership Team. You'll keep a complex executive office running smoothly, protect time and priorities, coordinate the Legal, Ethics & Governance Office leadership team's meeting cycle, and work closely with the Company Secretary team on Board and Committee schedules, materials and deadlines.

This is a visible, high-trust role for someone who stays calm under pressure, anticipates what is needed, communicates clearly and handles sensitive and legally privileged information with discretion.

What you'll be doing…

As Executive Assistant, you'll provide high-level executive and administrative support to our Chief Legal Officer and Company Secretary, as well as broader executive support as required. As a trusted partner, you'll anticipate needs, ensure executive priorities run smoothly and coordinate executive office operations. You'll also work closely with the Company Secretary team to understand relevant Board requirements, protocols and deadlines.

You'll be responsible for:

• Providing proactive, high-level executive support to the Chief Legal Officer & Company Secretary.
• Acting as a trusted first point of contact, triaging requests, managing access and protecting the executive's time and priorities.
• Owning a complex and frequently changing diary, including meetings, preparation time, business travel, detailed itineraries and schedule changes.
• Coordinating the operating rhythm of the CLO leadership team, including agendas, papers, action records and follow-up.
• Partnering with the Company Secretary team to coordinate Board and Committee schedules, deadlines and materials, with formal governance accountabilities remaining with that team.
• Preparing and formating correspondence, presentations, reports, briefings and other executive materials.
• Managing information flow so the executive is appropriately briefed, deadlines are visible and agreed actions are completed.
• Leading the end-to-end coordination of divisional offsites and Town Halls, where applicable.
• Managing expenses, travel administration, executive records and external-provider relationships.
• Handling confidential, personal and legally privileged information with the highest level of discretion and in accordance with Group policies.

You’ll be great in this role if…

You stay two steps ahead, you excel at anticipating needs and use sound judgement and intuition to distinguish what is urgent, important and likely to require action. You build trusted relationships with executives and stakeholders, thrive in a fast-paced environment, manage competing executive priorities with ease and handle confidential information with absolute professionalism.

You enjoy solving problems, have exceptional attention to detail and bring a strong learning and growth mindset, taking pride in helping leaders and teams perform at their best.

To be successful in this role, you'll bring:

• Demonstrated experience providing high-level support to a C-suite or Executive Leadership Team member in a complex corporate or regulated environment.
• Strong judgement and prioritisation, with the ability to remain calm, responsive and accurate as priorities change.
• Excellent written communication and stakeholder-management skills, including confidence working with senior leaders and external stakeholders.
• A high level of discretion and sound information-handling practices when working with confidential and legally privileged material.
• Strong organisation and follow-through across diaries, meetings, travel, executive materials and competing deadlines.
• Digital fluency across Microsoft 365 and confidence learning approved AI-enabled tools and new systems.
• Experience in a Legal, Company Secretariat, professional-services, aviation, ASX-listed or similarly regulated environment will be highly regarded.

Why you'll love this role

This is an opportunity to work closely with a member of Virgin Australia's Executive Leadership Team, the Chief Legal Officer and Company Secretary. You'll play an integral role in supporting executive decision-making, collaborate closely with the Company Secretary team and help ensure the executive is prepared for relevant Board requirements, while contributing to the smooth operation of one of Australia's leading airlines.

We're committed to looking after you, with some of the best benefits and conditions in the industry - including (but not limited to):

• Discounted flights for you and your loved ones, including $1,000 worth of travel credits per year.
• Discounts on travel insurance, lounge membership, car hire, accommodation and experiences worldwide.
• Retail, technology, wellness and lifestyle discounts.
• Free counselling and access to a wellbeing app to support your physical, mental, social and financial health.
• Dress for Your Day - enjoy the freedom to wear whatever makes you feel great for the type of work you do and the day you have ahead of you.

When everyone is included, everyone wins…

We're all individuals. And we love that. That's why we encourage applications from Indigenous Australians, people with disability, those from diverse cultural backgrounds, our friends in the LGBTQIA+ community, and anyone else who wants to join our family.