Executive Assistant - CEO

AIA Australia; City of Melbourne; On-site; AUD 120,000 - 160,000; Full time

Benefits offered by this job

Training and development

Internal mobility opportunities

Additional leave days

Health and wellbeing initiatives

Job summary

AIA Australia is seeking an Executive Assistant to the CEO to provide trusted administrative and strategic support. You will manage the CEO’s complex calendar, coordinate communications, and enable the executive team to focus on strategic priorities.

In this highly visible role, you will prepare briefs, coordinate meetings and events, and maintain strong relationships with internal and external stakeholders while handling sensitive information with discretion.

Qualifications

• Proven experience supporting C-suite executives in a fast-paced corporate environment.
• Exceptional organisational skills with the ability to manage competing deadlines and priorities.
• Strong stakeholder management capabilities across all levels of the organisation.
• High levels of integrity, professionalism and discretion.
• Excellent written and verbal communication skills with polished presentations.

Responsibilities

• Provide proactive, high-level support to the CEO, managing a complex diary and travel.
• Coordinate Board, Executive Committee and Leadership Team meetings with logistics and documentation.
• Prepare executive correspondence, reports and briefing materials to a high standard.
• Organise internal and external events, leadership forums and town halls; manage logistics and engagement.
• Anticipate CEO needs with agendas, packs and briefing papers.
• Build relationships with Board members and executives to support collaboration.
• Act as a trusted confidant with discretion and confidential information handling.

Skills

C-suite support

Diary management

Stakeholder management

Event coordination

MS Office proficiency

Tools

Microsoft Office Suite

Job description

BE THE DIFFERENCE

At AIA we don’t simply believe in being ‘the best’. We believe in better – because there’s no limit to how far ‘better’ can take us. Everything we do is driven by our purpose to make a difference by helping people embrace Healthier, Longer, Better Lives. And every one of our people has an important role to play. If you want to make a difference by helping shape a healthier, better-protected Australia, read on.

The opportunity:

As Executive Assistant to the CEO, you will be a trusted partner to AIA Australia’s Chief Executive Officer, providing exceptional administrative, operational and coordination support to ensure the effective management of executive priorities and business activities. This highly visible role sits at the heart of the organisation, enabling the CEO to focus on strategic objectives while maintaining strong relationships with key internal and external stakeholders.

You will manage complex schedules, coordinate executive communications, prepare presentations and reports, organise leadership meetings and events, and act as a central point of contact across the business. Success in this role will come from your ability to anticipate needs, manage competing priorities with confidence, exercise sound judgement and discretion, and contribute to the smooth operation of the CEO Office and broader leadership team.

To do this successfully you will:

• Provide proactive, high-level support to the CEO, managing a complex diary, scheduling priorities, domestic and international travel and day-to-day executive activities.
• Coordinate Board, Executive Committee and Executive Leadership Team meetings, ensuring seamless planning, logistics, documentation and attendee management.
• Prepare and manage executive correspondence, reports, presentations and briefing materials to a consistently high professional standard.
• Organise and deliver internal and external events, leadership forums, conferences and Town Halls, overseeing all logistics and stakeholder engagement.
• Anticipate the CEO's needs by ensuring timely preparation of agendas, meeting packs, briefing papers and key business information.
• Build strong relationships with Board members, executives, Group Office stakeholders and Executive Assistants to support effective collaboration across the business.
• Act as a trusted confidant to the CEO, exercising exceptional judgement, discretion and confidentiality while managing sensitive information, expenses, contracts and executive office operations.

Successful applications will demonstrate:

• Proven experience supporting C-suite executives, with a track record of successfully managing complex priorities in a fast-paced corporate environment.
• Exceptional organisational skills with the ability to manage competing deadlines, anticipate needs and consistently deliver high-quality outcomes.
• Strong stakeholder management capabilities, with the confidence to engage and build trusted relationships at all levels of the organisation.
• High levels of integrity, professionalism and discretion, with a demonstrated ability to handle confidential and sensitive information.
• Excellent written and verbal communication skills, with strong attention to detail and the ability to produce polished business correspondence and presentations.
• A proactive, reliable and adaptable approach, with sound judgement and a solutions-focused mindset.
• Advanced proficiency across the Microsoft Office Suite, including Outlook, Word, PowerPoint and Teams.

Why choose AIA:

• Access our training and development to build on your current skills
• Career development through internal mobility opportunities
• Work for a business helping millions of Australians and make a difference to someone’s life everyday
• Access additional leave days a year to recharge and refresh yourself
• Enjoy wonderful Health and Wellbeing initiatives that support you
• Work with supportive and inclusive managers

At AIA Australia, we’re proud to help guide, support and protect the wellbeing of over 3.5 million Australians. As part of the AIA Group - the largest independent publicly listed pan-Asian life insurance group – it is our ambition to engage one billion people to live Healthier, Longer, Better Lives by 2030. Lots of companies like to say they’re different. What makes us truly different at AIA, is the difference we make in people’s lives. We are proud that this difference has been recognised in the 2024 ANZIIF awards by being named Life Insurance Company of the Year.

AIA is different. Are you?