Executive Assistant

Roads Australia; Sydney; On-site; AUD 60,000 - 110,000; Part time

Job summary

Transport Australia is seeking an experienced Executive Assistant to support the CEO and General Manager from Sydney. This part-time role focuses on executive coordination, diary and travel management, and governance administration within a small national organisation.

You’ll work closely with senior leaders across transport, infrastructure and government sectors, ensuring schedules stay ahead, commitments don’t fall through, and communications are polished and professional.

Qualifications

• Five+ years experience as an Executive Assistant or senior executive support role.
• Strong diary, travel and competing executive priorities management.
• Excellent organisation and attention to detail.
• Ability to anticipate needs rather than wait to be asked.
• Strong written communication and professional correspondence skills.
• Sound judgement and discretion with sensitive information.
• Confidence communicating with senior executives.
• Proficiency with Microsoft 365 and related tools.
• Ability to stay calm and organised when priorities shift.

Responsibilities

• Proactively manage a complex CEO diary and prioritise competing demands.
• Coordinate meetings, agendas, briefing materials, presentations and correspondence.
• Arrange travel and prepare detailed itineraries.
• Track actions and follow-ups to ensure priorities progress.
• Liaise confidently with Board Directors, members, government and industry stakeholders.
• Support Board and Committee meetings with papers, minutes and governance records.
• Provide diary, meeting, travel and admin support to the General Manager.
• Support executive engagement with Transport Australia members and prospective members.
• Maintain accurate stakeholder information and executive records.
• Identify smarter ways to improve executive workflows and administration.

Skills

Executive support

Diary management

Stakeholder liaison

Travel coordination

Communications

Discretion

Microsoft 365

Board/Committee support

CRM familiarity

Tools

Microsoft 365

CRM systems

Diligent Boards

Job description

Executive Assistant to CEO

Transport Australia | Sydney | Part-time options available

Work at the centre of a national organisation, supporting its CEO and engaging with senior leaders across Australia’s transport, infrastructure and government sectors.

Transport Australia is looking for an exceptional Executive Assistant who is highly organised, proactive and comfortable operating in a fast-paced executive environment.

Working closely with our CEO, with additional support to the General Manager, you’ll play an important role in keeping a busy executive office organised, prepared and one step ahead.

This isn’t simply a diary management role. We’re looking for someone who anticipates what’s needed, uses good judgement, follows things through and is confident dealing with senior stakeholders.

Work at the centre of a national organisation, supporting its CEO and engaging with senior leaders across Australia’s transport, infrastructure and government sectors.

Transport Australia is looking for an exceptional Executive Assistant who is highly organised, proactive and comfortable operating in a fast-paced executive environment.

Working closely with our CEO, with additional support to the General Manager, you’ll play an important role in keeping a busy executive office organised, prepared and one step ahead.

This isn’t simply a diary management role. We’re looking for someone who anticipates what’s needed, uses good judgement, follows things through and is confident dealing with senior stakeholders.

The opportunity

You’ll work at the heart of a small national organisation and gain exposure to senior leaders across Australia’s transport, infrastructure and government sectors. You’ll have visibility across the organisation and the opportunity to make a tangible difference to how our executive office operates.

The role is approximately 70% support to the CEO and 30% support to the General Manager, with a strong focus on executive coordination, diary and travel management, Board and Committee administration, stakeholder liaison and ensuring commitments don’t fall through the cracks.

What you’ll be doing

You’ll take ownership of the day-to-day coordination of the executive office, including:

• Proactively managing a complex CEO diary and helping prioritise competing demands
• Coordinating meetings, agendas, briefing materials, presentations and correspondence
• Arranging travel and preparing detailed itineraries
• Tracking actions, commitments and follow-ups so important priorities are progressed
• Liaising confidently and professionally with Board Directors, members, government and industry stakeholders
• Supporting Board and Committee meetings, including papers, minutes, action registers and governance records
• Providing diary, meeting, travel and administrative support to the General Manager
• Supporting executive engagement with Transport Australia members and prospective members
• Maintaining accurate stakeholder information and executive records
• Looking for smarter, simpler ways to improve executive workflows and administration.

About you

You’re an experienced EA who genuinely enjoys making an executive more effective.

You are likely to have:

• At least five years’ experience in an Executive Assistant or senior executive support role
• Strong experience managing complex diaries, travel and competing executive priorities
• Excellent organisation and attention to detail
• The ability to anticipate what’s needed rather than waiting to be asked
• Strong written communication skills and confidence preparing professional correspondence and documents
• Sound judgement and absolute discretion with sensitive information
• Confidence communicating with senior executives and their offices
• Strong Microsoft 365 skills and confidence learning CRM and other business systems
• The ability to stay calm, adaptable and organised when priorities change.

Experience supporting Boards or Committees, including preparing papers and minutes, would be highly regarded, as would experience with Diligent Boards or a similar Board management platform.

Why Transport Australia?

This is an opportunity to join a small, collaborative team where your contribution will be visible and valued.

You’ll work closely with the CEO and General Manager and interact with leaders from across the transport, infrastructure and government sectors. Because we’re a small organisation, you’ll also be part of a team where people pitch in, work collaboratively and look for better ways of doing things.

The part-time role is Sydney-based, with working arrangements to agreed with successful candidate and based on needs of the organisation. Some interstate travel and occasional work outside standard business hours will be required for Board meetings, member events and key executive engagements.

If you’re an experienced EA who enjoys being one step ahead, building trusted relationships and bringing calm and organisation to a busy executive environment, we’d love to hear from you.