Executive Assistant & Operations Manager (13-month Maternity Leave Contract) - Australasian Railway Association, Canberra, ACT

Elaine Woolstencroft; Canberra; On-site; AUD 95,000 - 130,000; Full time

Job summary

Australasian Railway Association (ARA) in Canberra is seeking an Executive Assistant & Operations Manager for a 13-month maternity leave contract (mid‑November 2026 – end December 2027). You will provide high‑level support to the CEO, COO and Chair while overseeing office operations.

This Canberra‑based role involves diary management, meeting coordination, stakeholder liaison and leading a small administration team to ensure smooth daily operations and a welcoming workplace.

Qualifications

• Experience providing executive support to senior leaders.
• Strong diary, meeting and workflow management skills.
• Excellent written and verbal communication skills.
• High attention to detail, accuracy and follow-through.
• Ability to manage confidential information with discretion.
• Experience supporting office operations and administration.
• Proactive, flexible and team‑oriented approach.

Responsibilities

• Provide proactive executive support to the CEO and COO, including diary management, meeting coordination, correspondence, travel bookings and workflow support.
• Act as a key coordination point for requests to the CEO, helping triage priorities and manage follow-up.
• Ensure the CEO is well prepared for meetings, commitments and key activities.
• Help manage executive communications, documentation and internal follow-through.
• Oversee office management and administration to support a professional and welcoming workplace.
• Coordinate general office operations, enquiries, supplies and team support.
• Support internal systems and IT coordination, liaising with external providers and maintaining the IT asset register.
• Build strong working relationships across the team and external stakeholders.

Skills

Executive support

Diary management

Meeting coordination

Communication skills

Confidentiality

Office operations

Stakeholder engagement

Tools

Microsoft Office

SharePoint

CRM systems

Job description

Executive Assistant & Operations Manager (13-month Maternity Leave Contract) – Australasian Railway Association, Canberra, ACT

Elaine Woolstencroft – Canberra ACT

Contract

2d ago , from Australasian Society of Association Executives Job Board

Executive Assistant & Operations Manager (13-month Maternity Leave Contract from mid-November 2026 – end December 2027)

Location: Canberra
Reports to: Chief Executive Officer (CEO) and Chief Operating Officer (COO)
Direct report: Administration Officer

Please note: This is a Canberra-based role. Applications from interstate or international candidates will not be considered.

About the Australasian Railway Association (ARA)

The Australasian Railway Association (ARA) is the peak body for the rail sector in Australia and New Zealand. We represent 240 member organisations across the passenger, freight, infrastructure, contracting, manufacturing, supply and consulting sectors.

We are a small, collaborative and highly engaged team with a big purpose: supporting, advocating for and championing a thriving, sustainable and connected rail industry. Our members are at the heart of what we do, and our team plays an important role in delivering high-quality services, events, policy, advocacy and industry engagement.

At the ARA, we value being members first, keeping our eyes on the horizon, and being fun and focused in the way we work together.

About the role

We are looking for a highly organised, proactive and professional Executive Assistant & Operations Manager to provide high-quality support to the CEO, COO and Chair, while also coordinating the smooth day-to-day running of the ARA office.

This is a varied and rewarding role for someone who enjoys working at the centre of an organisation, balancing executive support, office coordination, stakeholder engagement and team leadership. You will be trusted to manage priorities, exercise sound judgement and help ensure our executive team and broader office are well supported.

What you will do

In this role, you will:

Provide proactive executive support to the CEO and COO, including diary management, meeting coordination, correspondence, travel bookings and workflow support.

Act as a key coordination point for requests to the CEO, helping to triage priorities, manage follow-up and ensure matters progress efficiently.

Ensure the CEO is well prepared for meetings, commitments and key activities.

Help manage executive communications, documentation, actions and internal follow-through.

Oversee office management and administration functions to support an efficient, professional and welcoming workplace.

Manage and support the Administration Officer to ensure strong administrative support across the organisation.

Coordinate general office operations, enquiries, supplies, mail-outs, travel and practical team support.

Support internal systems and IT coordination, including liaison with external providers and maintenance of the IT asset register.

Build strong working relationships across the ARA team and with external stakeholders, members, suppliers and industry contacts.

Support the Chair with scheduling, travel coordination and administrative requirements as needed.

About you

You will be a confident, capable and solutions-focused professional who enjoys keeping people, priorities and processes organised. You will bring strong judgement, excellent communication skills and a positive, team-focused approach.

Demonstrated experience providing executive support to senior leaders.

Strong diary, meeting and workflow management skills.

Excellent written and verbal communication skills.

High attention to detail, accuracy and follow-through.

The ability to manage confidential and sensitive information with discretion.

Strong judgement and the ability to prioritise competing tasks in a busy environment.

Experience supporting office operations, administration or business coordination.

Confidence using Microsoft Office, SharePoint and CRM or similar systems.

A proactive, flexible and positive approach, with a willingness to support the broader team.

The ability to build professional relationships with staff, members and external stakeholders.

What we are looking for

To be successful in this role, you will have experience providing executive support to senior leaders, strong diary and workflow management skills, excellent attention to detail and the ability to manage confidential information with discretion. You will be flexible in the way you work, comfortable working across a busy office environment, building professional relationships and supporting a small, collaborative team.