Executive Assistant to CFO & CoSec Administrator

National Intermodal; Sydney; On-site; AUD 110,000 - 140,000; Full time

Job summary

National Intermodal seeks an experienced Executive Assistant to the CFO and Company Secretary Administrator to join our Sydney Finance team. You will manage a complex diary, coordinate governance materials, and support Board and Committee processes with discretion and accuracy.

Reporting to the CFO, you will build strong stakeholder relationships, coordinate travel and expenses, and explore automation and AI-enabled improvements to administrative workflows while maintaining confidentiality and

Qualifications

• 5+ years experience providing high-level executive support to a senior executive in a complex environment.
• Experience supporting a CFO, Finance function or similar corporate function.
• Experience coordinating Board, Committee or secretariat governance processes, including use of Diligent.
• Proven track record in coordinating invoices, expenses and corporate card reconciliations.
• Strong organisational capability with ability to prioritise and manage multiple commitments.

Responsibilities

• Maintain the CFO's complex diary and coordinate priorities for timely delivery.
• Triaging requests and briefing materials for time-sensitive or material matters.
• Coordinate Board/Committee papers, agendas and skeleton minutes with governance records.
• Support travel, expenses and related approvals; manage invoices and payments.
• Identify improvements including automation and AI-enabled solutions to administrative processes.

Skills

Executive support

Diary management

Governance coordination

Stakeholder management

Discretion

Written & verbal communication

AI-enabled productivity tools

Tools

Diligent Boards

Microsoft 365

AI tools

Job description

Broaden your skills beyond traditional EA support

FT permanent role based in the Sydney George Street CBD office

Trusted right hand to National Intermodal's CFO

About us

National Intermodal is a Government Business Enterprise, wholly owned by the Commonwealth of Australia, building the intermodal precincts that will reshape how goods move along Australia's east coast. It's infrastructure with a purpose: better, more sustainable supply chains that ultimately improve the way communities access the things they need. Behind that mission is a tight-knit team of engineering, rail, infrastructure and logistics specialists who think long-term and execute with precision.

About the role

National Intermodal is seeking an EA to CFO & CoSec Administrator to join our Finance team in Sydney. Reporting to the Chief Financial Officer, you will provide trusted, high-level executive support while also playing a key role in coordinating Board and Committee governance processes.

You'll be managing a complex diary, anticipating priorities and briefing needs, and keeping information flowing smoothly across the Finance function. Alongside this, you'll support our company secretariat activities, helping coordinate high-quality Board and Committee materials, records and governance processes with accuracy and discretion.

This role suits an experienced executive assistant who thrives working across executive support and corporate governance, and who brings sound judgement, confidentiality and strong stakeholder relationships to everything they do.

What you'll be doing

• Maintaining oversight of the CFO's commitments, priorities and upcoming requirements, and coordinating a complex diary accordingly.
• Anticipating information, briefing and preparation needs, and triaging requests to elevate time-sensitive or material matters appropriately.
• Coordinating key Finance meetings, reporting cycles and team activities, and preparing and quality-assuring correspondence, presentations and briefing materials.
• Coordinating the preparation, collation, quality review and distribution of Board and Committee papers through Diligent Boards within agreed timeframes.
• Supporting meeting scheduling, agendas and skeleton minutes, including Chair runsheets, and maintaining accurate governance records and registers.
• Building effective working relationships across the Senior Leadership Team, Finance, P&C, Delivery, Legal and Company Secretariat.
• Coordinating travel arrangements, preparing and reconciling expenses and corporate credit card transactions, and managing related invoices and approvals.
• Identifying and implementing practical improvements, including automation and AI-enabled solutions, to strengthen administrative processes and ways of working.

About you

• Minimum of 5 years' experience providing high-level executive support to a senior executive in a complex organisational environment.
• Experience supporting a CFO, Finance function or comparable corporate function preferred.
• Experience supporting Board, Committee or company secretariat processes, including use of Diligent, preferred.
• A proven background coordinating financial administration such as invoices, expenses and corporate credit card reconciliations.
• Strong organisational capability, with the ability to anticipate requirements, plan ahead and maintain momentum across multiple commitments.
• Demonstrated discretion when managing confidential, sensitive or commercially significant information.
• Highly developed written and verbal communication skills, with confidence engaging senior leaders, Board and Committee stakeholders and external advisers.
• Advanced capability in Microsoft 365 applications, including confidence adopting AI-enabled productivity and digital collaboration tools.

If this sounds like the kind of role where you can bring structure, warmth and real impact to our workplace, we'd love to hear from you.