Executive Assistant to Chief Executive Officer

peoplefusion recruitment; Newcastle City Council; On-site; AUD 70,000 - 90,000; Full time

Benefits offered by this job

Competitive remuneration

Professional environment

Collaborative culture

Job summary

peoplefusion recruitment is seeking an Executive Assistant to support the CEO at Newcastle Coal Infrastructure Group in Newcastle. This full-time, onsite role involves managing competing priorities and providing high-level support to the CEO and Executive Leadership Team. Ideal candidates exhibit strong organisational skills, attention to detail, and experience in a complex corporate environment. The position offers competitive remuneration and focuses on a supportive work culture that values safety and innovation.

Qualifications

• Experience supporting senior executives in a complex corporate environment.
• Confidence working with stakeholders at all levels.
• Strong troubleshooting skills.

Responsibilities

• Provide proactive executive support to the CEO.
• Prepare agendas, board papers, and presentations.
• Manage document control systems.
• Coordinate meetings and events.
• Support internal communications and policies.

Skills

Strong organisational skills

High attention to detail

Proactive approach

Advanced skills in Microsoft Office

Strong IT capability

Discretion and professionalism

Tools

Document management systems

Job description

• Critical Executive Assistant role supporting the CEO in a values-driven organisation committed to safety & innovation
• Proactive and purposeful, with strong follow-through and a high level of care
• Full-time, onsite positive with competitive benefits available

Step into a key support role with Newcastle Coal Infrastructure Group as their Executive Assistant to the CEO, providing high-level, trusted support to the CEO and Executive Leadership Team. This role is central to keeping operations running smoothly, ensuring executives are well-prepared, and delivering consistent, purposeful support across the business.

About the company

Newcastle Coal Infrastructure Group (NCIG) plays a vital role in supporting the Hunter region’s economy and energy supply chain. With a strong focus on safety, integrity and continuous improvement, NCIG offers a collaborative and professional working environment where people are supported to do their best work.

About the opportunity

This is a pivotal Executive Assistant role providing all-round support to the CEO and Executive Leadership Team as required. Trusted to manage competing priorities, keep things running smoothly behind the scenes, and ensure the CEO is consistently well-supported day to day.

The role is broad and hands-on, spanning executive support, office coordination, events and stakeholder interaction. You’ll be working across the business, building strong relationships and ensuring a high standard of professionalism in everything you do.

A proactive and highly organised approach is essential, with a focus on anticipating needs of others, maintaining strong follow-through, and ensuring executives are consistently well-prepared and set up for success.

Key responsibilities include

• Provide proactive executive support to the CEO, including diary, meeting coordination and travel management
• Prepare agendas, pre-reads, board papers and presentations for the Executive Leadership Team as required
• Manage document control systems and ensure information is accurate and accessible and formatted correctly
• Maintain follow-up on action items from executive meetings, ensuring priorities are tracked and progressed anticipating the executives needs and offering appropriate support
• Coordinate Board and Committee meeting logistics, including agendas, materials and administration via Diligent
• Support internal communications, policies and business documentation
• Oversee day-to-day office operations, including supplies, systems and general coordination
• Support and mentor reception, ensuring a professional front-of-house experience
• Coordinate meetings, training sessions and corporate events end-to-end
• Act as a key point of contact for internal and external stakeholders

About you

The ideal candidate is an experienced Executive Assistant who thrives in a true partnership role, supporting executives by anticipating their needs and providing thoughtful, timely support. They are highly organised, proactive, a strong troubleshooter, and known for staying one step ahead.

They bring strong attention to detail, sound judgement and a genuine care factor to their work, ensuring executives are consistently well-prepared and supported.

You will bring:

• Experience supporting senior executives in a complex corporate environment
• Strong organisational skills and ability to manage competing priorities
• High attention to detail and a proactive approach
• Strong IT capability, including troubleshooting
• Confidence working with stakeholders at all levels
• Advanced skills across Microsoft Office and document management systems
• Discretion and professionalism when handling confidential information

Why Join Newcastle Coal Infrastructure Group?

• Key role partnering closely with senior leadership at the centre of the business
• Supportive, professional environment with a strong focus on collaboration and people
• Opportunity to make a meaningful impact through high-level executive support
• Work with an organisation that values safety, innovation and people
• Competitive remuneration and benefits

To access the Success Profile Pack, including a detailed position description, please click here. To learn more about key responsibilities, company culture and associated benefits of this opportunity, please contact Olivia Evans today on 02 4927 2025, or [e-mail] for a confidential discussion. Alternatively, click Apply to submit your covering letter and CV by COB on the 17th of May.

Equal Opportunity

At peoplefusion we don’t just accept diversity and inclusion - we celebrate it! We strive to create an environment of equal opportunity regardless of race, gender, sexual orientation, gender identity or expression, lifestyle, age, religion or physical ability, and welcome applications from people from all backgrounds. If you require any assistance with your application please don’t hesitate to contact us.