Executive Assistant to MD: Strategic Support & Coordination

Transit Systems NSW; Sydney; On-site; AUD 85,000 - 120,000; Full time

Job summary

Transit Systems NSW is seeking an experienced Executive Assistant to provide high-level support to the Managing Director in Sydney. You will anticipate needs, manage priorities and contribute to a smoothly functioning executive office.

The role involves diary management, meeting coordination, preparing board papers, and coordinating travel. Strong discretion and stakeholder liaison are essential in a busy transport environment.

Qualifications

• Demonstrated experience as an Executive Assistant or in a senior administrative role supporting a senior executive or leadership team.
• Proven ability to manage complex diaries, competing priorities and confidential information.
• Excellent written and verbal communication skills with professional correspondence and minutes.

Responsibilities

• Manage the Managing Director’s diary, prioritising appointments, meetings and commitments.
• Prepare and coordinate agendas, briefing notes, presentations, reports and executive correspondence.
• Organise executive and business meetings, record accurate minutes and follow up outstanding actions.
• Screen and prioritise incoming correspondence and calls, preparing responses as needed.
• Coordinate travel arrangements for the MD and other staff, including flights and accommodation.
• Assist with Board and Executive Leadership papers and ensure timely delivery of information.
• Liaise with internal teams, external stakeholders and partner organisations.
• Track deadlines, escalate issues and manage confidential records and expenses.
• Support projects, events and other business initiatives as required.

Skills

Diary management

Executive support

Meeting coordination

Travel arrangements

Education

Business admin degree

Tools

Microsoft Outlook

Word

Excel

PowerPoint

Teams

Job description

Transit Systems NSW is seeking an experienced Executive Assistant to provide high-level support to the Managing Director in Sydney. You will anticipate needs, manage priorities and contribute to a smoothly functioning executive office.

The role involves diary management, meeting coordination, preparing board papers, and coordinating travel. Strong discretion and stakeholder liaison are essential in a busy transport environment.