Executive Assistant

Kelsian Group; Sydney; On-site; AUD 120,000 - 160,000; Full time

Job summary

Transit Systems NSW, part of Kelsian Group, is seeking an experienced Executive Assistant to provide high-level support to the Managing Director. This role suits someone who anticipates needs, manages a busy executive office, and works closely with senior leaders to keep priorities on track.

You will coordinate diaries, meetings, travel, and board papers, while maintaining discretion and confidentiality. The position offers the opportunity to build strong relationships across our depot network,

Qualifications

• Prior experience supporting a Managing Director or CEO.
• Proven ability to manage complex calendars and confidential information.
• Excellent written and verbal communication skills.
• Strong organisational skills with the ability to meet tight deadlines.
• Discretion and sound judgement in handling sensitive matters.

Responsibilities

• Manage the Managing Director's diary, prioritising appointments and commitments.
• Prepare agendas, briefing notes, presentations and executive reports.
• Organise meetings, record minutes and follow up actions.
• Screen and prioritise correspondence and calls.
• Coordinate travel arrangements for the Managing Director and staff.
• Support Board and Executive Leadership papers with accurate information.
• Liaise with internal teams, Kelsian Group, Transport for NSW and external stakeholders.
• Track deadlines and escalate scheduling conflicts.
• Maintain confidential records and manage expenses and purchase orders.
• Assist with projects, events and business initiatives.

Skills

Diary management

Stakeholder management

Communication skills

Discretion and confidentiality

Education

Business administration degree

Executive assistant certification

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Teams

Job description

Transit Systems NSW connects communities across Sydney every day. We are seeking an experienced and proactive Executive Assistant to provide high-level support to our Managing Director.

This is an excellent opportunity for someone who enjoys working closely with senior leaders, anticipates what is needed and takes pride in keeping a busy executive office running smoothly.

About the Role

Reporting directly to the Managing Director, you will manage executive priorities, coordinate meetings and communications and ensure commitments and deadlines stay on track.

Working closely with our Executive Leadership, depot and corporate teams, you will help bring together the information and support needed to deliver key operational and strategic priorities.

This role would suit someone who builds strong working relationships, uses sound judgement and handles sensitive matters with discretion. You will be comfortable managing changing priorities, working independently and following through on outstanding actions.

Key Responsibilities

• Manage the Managing Director's diary, prioritising appointments, meetings and commitments.
• Prepare and coordinate agendas, briefing notes, presentations, reports and executive correspondence.
• Organise executive and business meetings, record accurate minutes and follow up outstanding actions.
• Screen and prioritise incoming correspondence, requests and calls, preparing responses where appropriate.
• Coordinate travel arrangements for the Managing Director and other employees, including flights, accommodation and itineraries.
• Support the preparation of Board and Executive Leadership papers, working with managers to ensure information is accurate and delivered on time.
• Liaise with internal teams, Kelsian Group, Transport for NSW and other external stakeholders.
• Track key deadlines and submissions, anticipating scheduling conflicts and escalating issues promptly.
• Maintain confidential records and coordinate executive expenses, invoices and purchase orders.
• Assist with projects, events and business initiatives as required.

About You

You are organised, dependable and confident supporting senior leaders in a busy environment. You take initiative, pay attention to the details and understand the importance of professionalism and confidentiality.

You will bring:

• Demonstrated experience as an Executive Assistant or in a senior administrative role supporting a senior executive or leadership team.
• Proven ability to manage complex diaries, competing priorities and confidential information.
• Excellent written and verbal communication skills, with experience preparing professional correspondence, meeting minutes and documents.
• Strong organisational skills and the ability to deliver accurate work within tight deadlines.
• A high level of discretion, integrity and sound judgement.
• The ability to build effective relationships with a broad range of internal and external stakeholders.
• Proficiency in Microsoft Outlook, Word, Excel, PowerPoint and Teams.
• Qualifications in business administration or executive support, and experience supporting a Managing Director, CEO or Board, will be highly regarded.
• Experience in public transport, logistics, infrastructure or another operationally complex environment would also be an advantage.

Why Join Transit Systems?

• Work directly with the Managing Director and closely with the NSW Executive Leadership team.
• Take ownership of a varied role supporting both day-to-day operations and broader business priorities.
• Build relationships across our depot network, corporate teams and wider Kelsian Group.
• Put your executive support experience, initiative and judgement into practice.
• Contribute to an organisation delivering essential transport services to communities across Sydney.

About Us

In partnership with the Government, Transit Systems NSW designs and delivers public transport solutions that are easy to use, reliable, convenient and safe. Our integrated bus services and transport networks help ease road congestion and improve the sustainability and liveability of the communities we serve.

Transit Systems NSW is part of Kelsian Group, providing passenger transport and tourism services in Australia and internationally.

We are committed to providing meaningful and sustainable employment opportunities, removing barriers and celebrating the diverse talents of our people. We welcome and encourage applications from Aboriginal and Torres Strait Islander peoples, LGBTQIA+ people, people with disability and people from diverse cultural backgrounds.