Executive Assistant - CEO

Pronix Inc; City of Melbourne; On-site; AUD 90,000 - 120,000; Full time

Job summary

AIA Australia is seeking an Executive Assistant to the Chief Executive Officer to deliver high-level administrative and coordination support, enabling the CEO to focus on strategic priorities. You will manage complex calendars, arrange domestic and international travel, prepare briefings and presentations, and liaise with internal and external stakeholders with discretion and professionalism.

This highly visible role requires exceptional organisational skills, excellent communication, and a

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 with ability to engage at all levels of the organisation.
• High integrity and discretion handling confidential information.
• Excellent written and verbal communication with attention to detail.
• Proactive, reliable and adaptable with a solutions-focused mindset.

Responsibilities

• Provide proactive, high-level support to the CEO, managing a complex diary, travel and day-to-day executive activities.
• Coordinate Board, Executive Committee and Executive Leadership Team meetings including logistics and attendee management.
• Prepare and manage executive correspondence, reports, presentations and briefing materials.
• Organise and deliver internal and external events, leadership forums, conferences and Town Halls.
• Anticipate the CEO's needs with timely agendas, briefing papers and business information.
• Build strong relationships with Board members, executives and stakeholders to support collaboration across the business.
• Act as a trusted confidant to the CEO, exercising discretion and managing sensitive information and expenses.

Skills

C-suite support

Organisational skills

Stakeholder management

Integrity & discretion

Exceptional communication

Proactive mindset

Microsoft 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.

Key responsibilities

• 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

• At AIA, we've made a promise to help people live healthier, longer, better lives.
• And it starts with our own people.
• 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?
• If you work at AIA, you play an important part in this movement.
• Which is why we give you every opportunity to learn, grow and shape your career - your way.
• Inspiring and supporting you to thrive - not just at work, but in life.
• Believe in better with AIA.

At AIA we've started an exciting movement to create a healthier, more sustainable future for everyone. It's about finding new ways to not only better people's lives, but to better the communities and environments we live in. As the largest listed company on the Hong Kong Stock Exchange, we've been proudly making a difference for people and communities across Asia for over a century. And we build on this every day with our ambition to engage one billion people to live Healthier, Longer, Better Lives by 2030. If you work at AIA, you play an important part in this movement. Which is why we give you every opportunity to learn, grow and shape your career - your way. Inspiring and supporting you to thrive - not just at work, but in life. Believe in better with AIA.