Executive Assistant & Office Coordinator

DCC Industry Group; City of Brisbane; On-site; AUD 80,000 - 100,000; Full time

Benefits offered by this job

Permanent role

Spring Hill Head Office

Professional development

EAP support

Job summary

DCC Industry Group is seeking an Executive Assistant & Office Coordinator to support the Executive Leadership Team and oversee the Head Office operations in Spring Hill, Brisbane. This role requires proactive control of calendars, meetings, travel, and confidential communications.

You will partner with senior leaders, drive administrative improvements, and ensure organisational priorities stay on track. The role offers visibility across governance and strategic initiatives, with a pathway to own

Qualifications

• Experience supporting multiple senior Executives or an Executive Leadership Team.
• Exceptional organisation, prioritisation and attention to detail.
• Ability to anticipate needs, solve problems and manage competing priorities independently.
• Experience improving administrative systems and workflows and guiding adoption across teams.

Responsibilities

• Provide high-level coordination and administrative support to the Executive Leadership Team.
• Coordinate major Executive meetings, workshops, planning sessions, events and complex scheduling requirements.
• Prepare and coordinate agendas, meeting papers, minutes and action items.
• Maintain ELT registers and organisational reporting calendar, following up actions and deadlines.
• Coordinate corporate travel, including flights, accommodation, vehicle hire, itineraries and changes.
• Manage Executive correspondence, reports, reviews, approvals and signatures as required.
• Act as a professional contact for internal and external stakeholders with confidential information.
• Oversee day-to-day operation and presentation of Head Office, including reception, rooms, mail, deliveries and catering.
• Identify opportunities to simplify or improve administrative systems and processes.
• Develop workflows, templates and process guides and support their implementation.
• Support events and onboarding logistics as required.

Skills

Executive support

Calendar management

Travel coordination

Stakeholder management

Problem solving

Job description

Executive Assistant & Office Coordinator

We are seeking an exceptional and highly organised Executive Assistant & Office Coordinator to provide high-level coordination and administrative support to DCC Industry Group's Executive Leadership Team, while overseeing the effective day-to-day operation of our Head Office.

This is not a traditional Executive Assistant role. We are looking for a highly capable professional who thrives in a fast-paced environment, can confidently manage competing priorities, and has the initiative, judgement and drive to keep actions, decisions and organisational priorities moving.

Working across the Executive Leadership Team, you will be a trusted partner, connecting Executives, senior leaders, corporate teams and external stakeholders while ensuring important commitments, deadlines and organisational priorities remain on track. This is a senior, hands-on, administrative role suited to someone who can anticipate what needs to happen next, take ownership of outcomes, and ensure meetings, actions, deadlines and administrative processes progress efficiently and effectively.

You will also have the opportunity to identify and lead practical improvements to administrative systems and processes across DCC, helping improve consistency, accountability and efficiency across the organisation.

Key responsibilities will include:

• Provide high-level coordination and administrative support to the Executive Leadership Team.
• Coordinate major Executive meetings, workshops, planning sessions, events and complex scheduling requirements.
• Prepare and coordinate agendas, meeting papers, presentations, minutes, decisions and action items.
• Maintain ELT registers and organisational reporting calendar, following up actions and key deadlines.
• Coordinate corporate travel, including flights, accommodation, vehicle hire, itineraries, changes and cancellations.
• Manage Executive correspondence, reports, document reviews, approvals and signatures as required.
• Act as a professional point of contact for internal and external stakeholders, handling sensitive and confidential information appropriately.
• Coordinate the day-to-day operation and presentation of Head Office, including reception coverage, meeting rooms, mail, deliveries, catering, supplies and general office requirements.
• Identify opportunities to simplify, standardise or improve administrative systems and processes.
• Develop practical workflows, procedures, templates and process guides and support their implementation across the organisation.
• Support corporate events, Executive workshops, major internal meetings and senior employee onboarding logistics as required.

About You

You are a proactive, resilient and highly organised professional who enjoys bringing structure to complexity and ensuring important work gets done. You don't wait to be told what needs attention. You anticipate it.

You are comfortable operating in a busy environment where priorities can change quickly and can confidently work alongside senior leaders while maintaining strong professional relationships. You have the judgement to know when to lead, when to support, and when to respectfully challenge, redirect or follow up to ensure commitments and deadlines are met.

Most importantly, you combine professionalism with humility. You are prepared to lead when required, support others when needed, and roll up your sleeves to help wherever necessary. You take pride in delivering high-quality work and genuinely enjoy helping others succeed.

Experience working within a community services, disability, health, child and family services or other regulated environment will be highly regarded.

What’s on Offer

• $80,000 - $100,000 per annum based on experience + superannuation
• Permanent full-time opportunity based at our Spring Hill Head Office
• Monday-Friday role with regular business hours
• Work closely with DCC's Executive Leadership Team and contribute to organisation-wide priorities and decision-making.
• A highly visible and influential role with broad exposure across Executive operations, governance and organisational priorities.
• Genuine ownership, autonomy and the opportunity to make the role your own.
• Opportunity to lead practical improvements to administrative systems and processes across DCC
• Join a growing, purpose-driven organisation making a meaningful difference in the communities we support
• Access to professional development, employee wellbeing initiatives and EAP support

Qualifications/Requirements

• Substantial experience in a senior Executive Assistant, Executive Support or similar role supporting multiple senior Executives or an Executive Leadership Team.
• Exceptional organisation, prioritisation and attention to detail, with the initiative and judgement to anticipate needs, solve problems and manage competing priorities independently.
• Confidence working with senior leaders, including respectfully challenging or redirecting requests and proactively following up actions, reports and deadlines.
• Demonstrated experience improving administrative systems and workflows, including developing and implementing new processes and supporting their adoption across teams.