Executive Assistant

Michael Page; New South Wales; On-site; AUD 90,000 - 150,000; Full time

Job summary

Michael Page is seeking an Executive Assistant to support the CEO at a head office in NSW. You will manage the CEO's calendar, coordinate meetings and travel, prepare documents, and handle confidential information with discretion.

You will also coordinate ongoing business activities, assist with communications, and support the leadership team on a range of strategic initiatives across the organisation in a fast-paced environment.

Qualifications

• Proven experience supporting C-suite or senior executive leaders within a medium to large organisation.
• Exceptional written and verbal communication skills with strong attention to detail.
• Ability to manage highly confidential information with professionalism and discretion.

Responsibilities

• Manage the CEO's calendar, schedule appointments, and coordinate meetings, both internally and externally.
• Arrange travel logistics, accommodation, and prepare itineraries for the CEO's work-related travel.
• Organise and prioritise incoming correspondence, including emails, letters and phone calls, ensuring timely responses.
• Prepare and edit documents, presentations, and reports on behalf of the CEO, maintaining a high level of accuracy and confidentiality.
• Coordinate and oversee special projects, initiatives, and events as assigned by the CEO.
• Draft and disseminate internal communications, announcements and memos on behalf of the CEO.
• Maintain an organised filing system for documents, records and confidential information.
• Act as the Business Continuity Plan coordinator in the event of crisis or material unexpected events.

Skills

Calendar management

C-suite support

Confidentiality

Organisation

Stakeholder management

Tools

Microsoft Office

Job description

As the Executive Assistant, you will play a key role in managing executive priorities, coordinating business activities, and maintaining the efficient operation of the head office. This position requires a proactive, highly organised professional who thrives in a fast-paced environment and is comfortable managing confidential information and competing priorities.

A leading Australian mobility and transportation business operating a large nationwide network of locations. The organisation provides vehicle rental and fleet mobility solutions to both consumer and corporate customers, supported by a strong focus on customer service, operational excellence and innovation. With a significant national footprint and a fast-paced environment, the company offers employees the opportunity to contribute to a well-established brand experiencing continued growth across Australia.

Description

• Manage the CEO's calendar, schedule appointment, and coordinate meetings, both internally and externally
• Arrange travel logistics, accommodation, and prepare itineraries for the CEO's work-related travel
• Organise and prioritise incoming correspondence, including emails, letter and phone calls, ensuring timely responses
• Prepare and edit documents, presentations, and reports on behalf of the CEO, maintaining a high level of accuracy and confidentiality
• Coordinate and oversee special project, initiatives, and events as assigned by the CEO
• Draft and disseminate internal communications, announcement and memos on behalf of the CEO
• Manage and respond to inquiries addressed to the CEO, redirecting them as appropriate and providing necessary information
• Ensure the Head office runs smoothly day to day, including facilities, supplies, equipment, access/security, maintenance, vendors and workplace services.
• Manage office logistics, events, visitors and general administration, creating a safe, organised and professional working environment while acting as the key point of contact for workplace-related matters.
• Assist in preparing presentations and speeches for the CEO at meetings and events
• Collect, compile and analyse data to support decision making processes and provide regular reports to the CEO
• Research and gather relevant information for the CEO's meetings, presentations and projects
• Build and maintain effective working relationships with key internal/external stakeholders, including executives, senior leaders and team members, maintaining positive and professional relationships
• Coordinate and schedule team meetings, workshops and other internal events
• Maintain an organised filing system for documents, records and confidential information.
• Act as the Business Continuity Plan co-ordinator in the event of crisis or material unexpected events
• Working with the leadership team, act as Compliance co-ordinator compiling evidence that supports regular compliance activities, risk and compliance registers.

Profile

• Proven experience supporting C-suite or senior executive leaders within a medium to large organisation.
• Advanced skills across Microsoft Office and calendar management systems.
• Exceptional written and verbal communication skills with strong attention to detail.
• The ability to manage highly confidential information with professionalism and discretion.
• Outstanding organisational, prioritisation and multitasking abilities.
• Strong judgement, problem-solving capability and initiative.
• A collaborative, approachable and proactive working style.

Job Offer

Opportunity to work closely with an experienced CEO and executive leadership team.

Broad and varied role with exposure across multiple areas of the business.

Collaborative and supportive workplace culture.

Significant opportunity to make a meaningful impact within a growing organisation.