Executive Assistant

Michael Page; North Sydney; On-site; AUD 90,000 - 130,000; Full time

Job summary

Michael Page is seeking an Executive Assistant to support the CEO and head office in North Sydney. The role requires proactive organization, confidentiality and the ability to manage multiple priorities in a fast-paced environment.

You will coordinate calendars, travel, communications and key projects, while ensuring smooth operations across facilities and senior stakeholder interactions. A collaborative, discreet professional will thrive here.

Qualifications

• Experience supporting C-suite or senior executives in a medium to large organisation.
• Excellent written and verbal communication with strong attention to detail.
• Ability to manage highly confidential information with professionalism and discretion.
• Outstanding organisational, prioritisation and multitasking abilities.
• Collaborative, proactive working style.

Responsibilities

• Manage the CEO's calendar, schedule appointments and coordinate meetings.
• Arrange travel logistics, accommodation and itineraries for CEO travel.
• Organise and prioritise incoming correspondence, including emails and calls.
• Prepare and edit documents, presentations and reports for the CEO.
• Coordinate special projects, initiatives and events for the CEO.
• Draft and disseminate internal communications on behalf of the CEO.
• Respond to inquiries addressed to the CEO and provide necessary information.
• Ensure head office runs smoothly, including facilities and workplace services.
• Oversee office logistics, events, visitors and general administration.
• Assist in preparing presentations and speeches for the CEO.
• Collect, analyse data and provide reports to support decision making.
• Research information for meetings and projects.
• Build relationships with internal/external stakeholders.
• Schedule team meetings, workshops and internal events.
• Maintain an organised filing system for confidential documents.
• Act as Business Continuity Plan coordinator in crises.
• Support leadership with compliance-related activities and risk registers.

Skills

Calendar management

MS Office

Communication

Confidentiality

Organisational skills

Stakeholder management

Tools

Microsoft Office Suite

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.