Executive Assistant

Victoria Racing Club; Melbourne; On-site; AUD 90,000 - 120,000; Full time

Job summary

Victoria Racing Club (VRC) is seeking an experienced Executive Assistant to the Chief Commercial Officer to provide high-level support, drive governance and coordination across the Commercial portfolio, and partner with senior leaders.

You will manage the CCO’s complex diary, prepare briefing materials, coordinate meetings and governance processes, and help track milestones across multiple projects while maintaining discretion and professionalism.

Qualifications

• Proven experience as an Executive Assistant supporting senior executives in a complex, fast-paced environment.
• Experience coordinating projects, tracking deliverables and managing competing priorities.
• Exceptional organisational and time management skills.
• Strong written and verbal communication skills, with the ability to produce polished and professional work.
• Experience supporting governance processes and reporting.
• Advanced Microsoft Office skills, particularly PowerPoint.
• High levels of discretion, judgement and professionalism.
• Strong stakeholder management and relationship-building abilities.

Responsibilities

• Manage the CCO’s complex diary, priorities and schedule to maximise effectiveness and productivity.
• Coordinate meetings, leadership forums, business reviews and key stakeholder engagements.
• Prepare briefing materials, agendas, meeting packs and executive correspondence.
• Manage travel arrangements, expenses and administrative requirements.
• Support payroll approvals, purchase orders and other operational processes.
• Act as a liaison between the CCO, Executive Leadership Team, stakeholders and external partners.
• Coordinate governance activities including committee administration, agendas, minutes and action tracking.
• Draft and review executive communications, presentations and briefing papers.
• Ensure information is captured, consolidated and delivered accurately and on time.
• Maintain professionalism and discretion across executive documentation.

Skills

Executive support

Time management

Stakeholder management

Discretion & professionalism

Communication skills

Project coordination

Governance support

Tools

Microsoft Office

PowerPoint

Job description

Join the Team Behind Australia’s Greatest Racing Carnival!

Are you an experienced Executive Assistant who thrives in a fast-paced environment, enjoys partnering with senior leaders, and takes pride in keeping complex portfolios running smoothly?

At Victoria Racing Club (VRC), we’re more than race days. We create world-class experiences for members, guests, partners and the broader community. We’re seeking a highly capable Executive Assistant to the Chief Commercial Officer (CCO) to play a critical role in supporting one of the organisation’s most senior leaders and the broader Commercial portfolio.

About the Opportunity

As the Executive Assistant to the Chief Commercial Officer, you’ll provide high-level executive support while helping drive the operational rhythm, coordination and governance of one of VRC’s most dynamic business portfolios.

This is far more than a traditional EA role. You’ll be a trusted partner to the CCO, coordinating key business activities, supporting executive decision-making, managing governance processes and helping deliver strategic initiatives across the Commercial division.

Working closely with executive leaders, department heads and key stakeholders, you’ll ensure priorities are delivered, important projects stay on track and the Commercial portfolio operates effectively.

If you’re highly organised, proactive, commercially minded and enjoy being at the centre of business operations, this is an exciting opportunity to make a genuine impact.

What you'll be responsible for

• Manage the CCO’s complex diary, priorities and schedule to maximise effectiveness and productivity.
• Coordinate meetings, leadership forums, business reviews and key stakeholder engagements.
• Prepare briefing materials, agendas, meeting packs and executive correspondence.
• Manage travel arrangements, expenses and administrative requirements.
• Support payroll approvals, purchase orders and other operational processes.
• Act as a key liaison between the CCO, Executive Leadership Team, business stakeholders and external partners.

Governance, Reporting & Communications

• Coordinate the preparation of business reports, presentations and executive updates.
• Manage governance activities including committee administration, agendas, minutes and action tracking.
• Draft and review executive communications, presentations and briefing papers.
• Ensure information is captured, consolidated and delivered accurately and on time.
• Maintain a high level of professionalism, discretion and attention to detail across all executive documentation.
• Support the delivery of strategic initiatives across the Commercial portfolio.
• Track milestones, actions and deliverables across multiple projects.
• Coordinate workshops, planning sessions and stakeholder meetings.
• Maintain project documentation, status reporting and action registers.
• Identify risks, dependencies and follow-up actions to support successful outcomes.

What your background includes

• Proven experience as an Executive Assistant supporting senior executives in a complex, fast-paced environment.
• Experience coordinating projects, tracking deliverables and managing competing priorities.
• Exceptional organisational and time management skills.
• Strong written and verbal communication skills, with the ability to produce polished and professional work.
• Experience supporting governance processes, including committee administration and reporting.
• Advanced Microsoft Office skills, particularly PowerPoint.
• High levels of discretion, judgement and professionalism.
• Strong stakeholder management skills and the ability to build trusted relationships across all levels of an organisation.

About You

You’re proactive, adaptable and always one step ahead. You enjoy bringing structure to complexity, solving problems before they arise and helping senior leaders focus on what matters most.

You have exceptional attention to detail, strong commercial awareness and the ability to balance multiple priorities without losing sight of the bigger picture. Whether managing executive priorities, coordinating key meetings or supporting strategic initiatives, you’re someone others trust to deliver.

Most importantly, you’re collaborative, professional and thrive in environments where no two days are the same.

Why Join the Club

• Be part of one of Australia’s most iconic sporting and cultural organisations.
• Work closely with senior leaders and gain exposure to strategic business initiatives.
• Play a key role in supporting the future growth and success of VRC’s Commercial portfolio.
• Join a passionate, collaborative and values-driven team.
• Work in a unique environment at the home of the Melbourne Cup Carnival.
• Contribute to creating exceptional experiences for members, customers and the broader community.

Our Values

• Think VRC – We succeed together as one team.
• Create Joy – We create memorable experiences for our members, customers and each other.
• Be Gutsy – We honour our heritage while embracing the future.
• F-Learn – We learn, adapt and grow through every experience.
• Care Deeply – We genuinely care about our people, customers and community.

If you're looking for a role where you can combine executive partnership, business coordination and strategic project support within one of Australia's most recognised brands, we'd love to hear from you.