Executive Assistant Lead

Capricorn; Australia; Hybrid; AUD 140,000 - 180,000; Full time

Benefits offered by this job

Hybrid work arrangement

Training and development opportunities

Paid parental leave

Social events

Gym membership near office

Private health benefits

Work from home kits

Job summary

Capricorn is seeking an Executive Assistant Lead to direct the EA function for the Group CEO and other executives. You will mentor the EA team, establish service standards, and drive continuous improvement in executive support.

You will partner with the Head of Executive Operations & Workplace and key stakeholders to optimise governance, prioritise workloads, and coordinate meetings, agendas and governance activities with professionalism.

Qualifications

• Strong knowledge of executive support practices, including diary management, executive coordination, meeting preparation, stakeholder engagement and confidential administration.
• Strong communication and relationship-building skills, with confidence engaging with Executives, senior leaders, the Head of Executive Operations & Workplace and internal and external stakeholders.
• Strong influencing skills and confidence working with Executive and Board-level stakeholders.
• Significant experience in an Executive Assistant, Senior Executive Assistant or executive support role, ideally supporting senior Executives or executive leadership teams.
• Experience leading, mentoring or coordinating an EA team or administrative support function.
• Minimum of 10 years’ relevant executive support experience, including experience leading or coordinating others.
• Qualification in Business Administration, Management or a related discipline, or equivalent experience.
• Relevant leadership or management development qualifications are desirable.

Responsibilities

• Identify and implement opportunities to improve executive support processes and service delivery.
• Provide high-level administrative support to Executives, including the Group CEO.
• Lead, mentor and develop the Executive Assistant team to deliver consistent, high-quality support services.
• Manage team workloads, resource allocation and coverage arrangements to ensure continuity of support.
• Develop and maintain standards, procedures and tools to support consistency across the EA function.
• Monitor service effectiveness and implement improvements where required.
• Act as a key communication point between Executives and the EA team to ensure priorities, expectations and updates are clearly shared.
• Maintain regular communication with the Head of Executive Operations & Workplace to provide updates on EA priorities, service delivery, risks and issues.
• Manage external suppliers or service providers relevant to executive support activities where required.
• Monitor expenditure and ensure effective use of resources within approved budgets.
• Support the coordination of executive governance activities, ensuring meetings are planned and administered to a high standard.
• Establish governance standards, processes and templates for consistency and quality across the EA function.
• Oversee preparation and coordination of agendas, papers, actions and meeting administration for timely follow-through.
• Support governance requirements and milestones coordinated with the Head of Executive Operations & Workplace.

Skills

Executive support

Diary management

Stakeholder engagement

Meeting prep

Confidential administration

Education

Business Administration / Management degree

Job description

A little about us

Capricorn is one of Australia and New Zealand’s largest and most dynamic Member-owned organisations. Since 1974, we’ve provided our Members with financial and business solutions to make running a business easier. Our flagship Trade Account offers instant credit with over 1600 Preferred Suppliers, simplified monthly expenses, and a generous rewards program.

We have a strong foundation in the automotive and machinery aftermarkets. Our vibrant community includes over 34,000 Members across Australia and New Zealand, from national franchises to your local family workshop. Last year, Capricorn facilitated nearly $4bn in sales with our Preferred Suppliers.

At Capricorn, we’re about more than just products and services. We work hard to ensure that our Members, Suppliers and People feel like they’re part of something bigger - a Community which is connected and supported to make a difference, while having some fun along the way!

The role

The Executive Assistant Lead is responsible for leading the Executive Assistant function, ensuring the consistent delivery of high-quality executive support across Capricorn. The role provides leadership, coaching and coordination for the Executive Assistant team, establishing service standards, improving ways of working and driving continuous improvement across executive support services. The role will also provide EA support to the Executives, including the Group CEO, as required.

The role partners closely with the Head of Executive Operations & Workplace, Executives and key stakeholders to optimise executive effectiveness, ensure seamless coordination of priorities, governance activities, and executive forums, and deliver a professional, responsive and proactive support service that enables business outcomes.

What you’ll do

• Work closely with the Head of Executive Operations & Workplace to identify and implement opportunities to improve executive support processes and service delivery.
• Provide high-level administrative support to Executives, including the Group CEO.
• Lead, mentor and develop the Executive Assistant team to deliver consistent, high-quality support services to establish clear performance outcomes across the EA function.
• Manage team workloads, resource allocation and coverage arrangements to ensure continuity of support.
• Develop and maintain standards, procedures and tools to support consistency across the EA function.
• Monitor service effectiveness and implement improvements where required.
• Act as a key communication point between Executives and the EA team to ensure priorities, expectations and updates are clearly shared.
• Maintain regular communication with the Head of Executive Operations & Workplace to provide updates on EA team priorities, service delivery, risks and emerging issues.
• Manage external suppliers or service providers relevant to executive support activities where required.
• Monitor expenditure and ensure effective use of resources within approved budgets.
• Support the coordination of executive governance activities, ensuring Executive and Board-related meetings are planned, supported and administered to a consistently high standard.
• Establish and maintain governance standards, processes and templates to promote consistency, quality and efficiency across the Executive Assistant function.
• Oversee the effective preparation and coordination of agendas, papers, actions and meeting administration to support informed decision-making and timely follow-through.
• Support the Head of Executive Operations & Workplace to ensure governance requirements, key milestones and business priorities are effectively coordinated and communicated.

What you’ll bring

• Strong knowledge of executive support practices, including diary management, executive coordination, meeting preparation, stakeholder engagement and confidential administration.
• Strong communication and relationship-building skills, with confidence engaging with Executives, senior leaders, the Head of Executive Operations & Workplace and internal and external stakeholders.
• Strong influencing skills and confidence working with Executive and Board-level stakeholders.
• Significant experience in an Executive Assistant, Senior Executive Assistant or executive support role, ideally supporting senior Executives or executive leadership teams.
• Experience leading, mentoring or coordinating an EA team or administrative support function.
• Minimum of 10 years’ relevant executive support experience, including experience leading or coordinating others.
• Qualification in Business Administration, Management or a related discipline, or equivalent experience.
• Relevant leadership or management development qualifications are desirable.

A little on life at Capricorn

Joining our community is about more than just a job, so here’s what’s in it for you:

Work flexibility

We’re all unique, and so are the ways in which we work. We have Hybrid (2 days working from home) written into our policy.

Development Opportunities

your success is ours too. We providetraining opportunities and development to give you the tools you need to grow.

Paid parental leave

during life’s most important times, we supportparents’ leave (for both parents) and their transition back to work.

Get social

our social calendar is full, with a range of different virtual and face-to-face events to keep us connected.

A place you want to be

from the sweeping city views, coffee on tap and the general buzz of our team, Capricorn is a place you want to be.

A cherry on top

we’ve got a heap of benefits that our team actually use, including a fantastic reward and recognition program, wellness program, additional leave purchase and so much more!

Amazing Benefits –

Unlock amazing benefits at Capricorn. We offer allstaff free gym membership near the office, discounted private health benefits and all-inclusive working from home kits to get you started!

Sound like you’d be a good fit?

If you are ready to become part of a growing community and make a real impact, get in touch today.

For further information, support with your application and detail on Capricorn, please visit our website at capricorn.coop/careers