Executive Assistant to Chief Information, Technology and Data Officer

APRA AMCOS; Sydney; On-site; AUD 90,000 - 120,000; Full time

Benefits offered by this job

18 weeks paid parental leave

Discounted private health benefits

Novated lease vehicles

Employee assistance programs

Job summary

APRA AMCOS is seeking an Executive Assistant to the Chief Information Technology and Data Officer in Sydney for a fixed-term, full-time role based in our Ultimo office.

You will provide dedicated executive support and coordinate the technology and data division’s operations, collaborating with executive leadership, Legal, Corporate Services and Board functions to keep governance and day-to-day priorities on track.

Qualifications

• A post-secondary secretarial/PA qualification and demonstrated experience supporting a senior executive or coordinating business operations in a complex environment, with strong prioritisation, organisation and follow-through.

Responsibilities

• Manage the Chief Information Technology and Data Officer's diary, priorities, correspondence, meetings and travel; prepare and quality-check executive documents, coordinate the divisional calendar and follow up decisions and commitments.
• Coordinate Board and committee agendas, papers and reporting with the Company Secretary or governance lead; distribute approved papers securely and maintain meeting records and action registers.
• Coordinate departmental planning, leadership meetings and IT project administration; maintain schedules, dashboards, governance calendars and document repositories, and support policy reviews, service reporting and business continuity exercises.
• Support cybersecurity risk and compliance coordination by maintaining trackers, following up actions and securely collecting audit evidence under specialist direction; coordinate awareness activities, access reviews and incident exercise logistics, and provide administrative support during incidents as directed.
• Support budgets, forecasts and expenditure reporting; coordinate purchase orders, accounts payable, invoice matching, expenses and credit card reconciliations, and maintain vendor, contract, licence and renewal registers within approved processes.
• Coordinate onboarding, role changes and offboarding with managers, HR and IT, with provisioning and access approvals retained by authorised teams; build stakeholder relationships and use Microsoft 365, Atlassian collaboration tools, approved automation and AI responsibly to improve administrative workflows.

Skills

Executive support

Diary management

Budget coordination

Microsoft 365

JIRA/Confluence

Governance awareness

Cybersecurity awareness

Stakeholder communication

Education

Post-secondary secretarial/PA qualification

Tools

JIRA

Confluence

SharePoint

Teams

Job description

APRA AMCOS is a member-owned music rights management organisation, positioned at the intersection of music, data and technology. We have more than 124,000 members who are songwriters, composers and music publishers. We license organisations to play, perform, copy or record our members' music, and we distribute the royalties to our members.

Join our Business Services Delivery team as Executive Assistant to Chief Information Technology and Data Officer

You'll provide dedicated executive support and coordinate the business operations of our technology and data department, working across executive leadership, Legal, Corporate Services and Board functions to keep priorities, governance and day-to-day operations on track.

The fixed-term, full-time role (24-months) is based in our Ultimo office, which is on Gadigal land.

As an Executive Assistant to Chief Information Technology and Data Officer, your responsibilities will include:

• Manage the Chief Information Technology and Data Officer's diary, priorities, correspondence, meetings and travel; prepare and quality-check executive documents, coordinate the divisional calendar and follow up decisions and commitments.
• Coordinate Board and committee agendas, papers and reporting with the Company Secretary or governance lead; distribute approved papers securely and maintain meeting records and action registers.
• Coordinate departmental planning, leadership meetings and IT project administration; maintain schedules, dashboards, governance calendars and document repositories, and support policy reviews, service reporting and business continuity exercises.
• Support cybersecurity risk and compliance coordination by maintaining trackers, following up actions and securely collecting audit evidence under specialist direction; coordinate awareness activities, access reviews and incident exercise logistics, and provide administrative support during incidents as directed.
• Support budgets, forecasts and expenditure reporting; coordinate purchase orders, accounts payable, invoice matching, expenses and credit card reconciliations, and maintain vendor, contract, licence and renewal registers within approved processes.
• Coordinate onboarding, role changes and offboarding with managers, HR and IT, with provisioning and access approvals retained by authorised teams; build stakeholder relationships and use Microsoft 365, Atlassian collaboration tools, approved automation and AI responsibly to improve administrative workflows.

To thrive in this role, you'll need:

• A post-secondary secretarial/PA qualification and demonstrated experience supporting a senior executive or coordinating business operations in a complex environment, with strong prioritisation, organisation and follow-through.
• Excellent written and verbal communication, including preparing executive papers, presentations, meeting records and clear stakeholder correspondence.
• High proficiency in Microsoft 365, including Outlook, Word, Excel, PowerPoint, Atlassian (JIRA/Confluence) Teams and SharePoint, with confidence maintaining registers, analysing routine data and preparing reports.
• A practical understanding of technology and data functions, project and governance processes, and core cybersecurity concepts such as confidentiality, access control, phishing and incident escalation.
• Experience coordinating budgets, invoices, purchasing or vendors, with attention to detail and respect for approvals and financial controls.
• Sound judgement, discretion and integrity when handling Board material, commercial information and personal data, and the ability to work independently within clear authority limits.
• Digital and AI literacy, a proactive approach to problem-solving and accountability, and the ability to learn new systems, critically evaluate outputs and identify safe, practical workflow improvements.
• Willingness to undertake training and participate in agile ways of working, with some out-of-hours work required from time to time.

What You'll Love:

• Our friendly and collaborative work environment. Our team thrives on our values of collaboration, respect, skill, imagination, and accountability.
• Generous employee benefits such as: learning and development programs; 18 weeks paid parental leave (including for adoption, foster or kinship care); discounted private health benefits; novated lease vehicles arrangements; access to financial services; employee assistance programs and more.

We are committed to being a culturally intelligent and responsive workplace where staff from all backgrounds feel welcome, respected, and supported. While this role requires specific skills and experience, we encourage people of all ages and genders, Aboriginal and Torres Strait Islander peoples, culturally and linguistically diverse groups, the LGBTIQ+ community, and people with disability who are interested in this position to put an application in, even if they're not sure if they meet every single bit of the selection criteria.

We are keen to make our candidates comfortable so they can show us their best. Please feel free to reach out to our People & Culture team [e-mail] to discuss support or adjustments in our recruitment process that may be required.

Contact Information:

For any questions, feel free to reach out to our People & Culture team [e-mail]. We look forward to hearing from you!