Executive Assistant to the CEO

Metro Trains Sydney; Sydney; Hybrid; AUD 110,000 - 170,000; Full time

Benefits offered by this job

Fitness Passport

Novated Leasing

Employee Assistance Program (EAP)

Corporate private health insurance

Parental leave – 16 weeks

Job summary

Metro Trains Sydney seeks an experienced Executive Assistant to the CEO who can anticipate needs, coordinate executive support and governance reporting, while connecting people and information.

Reporting directly to the Chief Executive Officer, you will create capacity for the CEO to focus on strategic priorities while coordinating executive support, stakeholder relationships and governance reporting. This is a hybrid role across Tallawong and North Sydney with two sites.

Qualifications

• Five years’ experience as an Executive Assistant to a CEO in a large organisation.
• Ability to manage calendars, travel and competing deadlines with discretion.
• Strong written and verbal communication with senior executives and board stakeholders.

Responsibilities

• Proactively manage the CEO’s calendar, inbox and communications.
• Coordinate travel, itineraries, expenses and executive budget tracking.
• Work with Company Secretary to coordinate board calendars, agendas and minutes.
• Organise executive meetings, town halls, quarterly reviews and offsites.
• Prepare briefing papers, presentations and executive correspondence.

Skills

Executive support

Calendar management

Stakeholder engagement

Governance reporting

MS 365

Document control systems

Tools

Microsoft 365

Document management systems

Job description

MTS are the proud operators and maintainers of the M1 Northwest and Bankstown Line with the new City section now operational. We run a fully automated passenger railway – an Australian first. We connect our customers to opportunities that matter to them while delivering the next generation of rail travel to Sydney. With global expertise, we manage 66km of track and 31 stations, making the M1 one of the longest fully automated metro lines in the world.

About the Role

We are seeking an experienced, proactive Executive Assistant to CEO who can anticipate needs, exercise sound judgement and keep competing priorities moving. Reporting directly to the Chief Executive Officer, you will create capacity for the CEO to focus on strategic priorities while coordinating executive support, stakeholder relationships and governance reporting.

This is a role for someone who looks beyond the diary; you will connect people, information and actions, handle sensitive matters with discretion and help the executive team work effectively together.

What you will do

• Proactively manage the CEO’s calendar, inbox and communications, aligning time with daily, weekly and quarterly priorities.
• Coordinate travel, itineraries, expenses and executive budget tracking, and support the CEO at other MTS locations within Sydney.
• Work with the Company Secretary to coordinate board calendars, agendas, papers, board packs and meeting minutes.
• Organise executive meetings, town halls, quarterly business reviews and strategic offsites, tracking actions through to completion.
• Prepare and coordinate briefing papers, presentations, research and executive correspondence to a high standard.
• Build trusted relationships with internal and external stakeholders and collaborate with executive assistants across the business.
• Identify practical improvements to executive workflows and contribute to Crisis Event Team activities as required.

What you will bring

• At least five years’ experience as an Executive Assistant to a CEO in a large organisation, ideally in a fast‑paced, complex corporate environment.
• Exceptional organisation and prioritisation skills, with experience managing complex calendars, travel and competing deadlines.
• Strong written and verbal communication skills and confidence engaging with senior executives, board stakeholders and external partners.
• Experience coordinating board and governance materials, taking minutes and managing confidential information with tact and discretion.
• Proficiency in Microsoft 365 and executive productivity, travel and task‑management tools, together with experience using web‑based document control systems.
• Sound business judgement, attention to detail and the initiative to anticipate issues and propose solutions.

Why this role?

Bring your expertise to a position with direct exposure to executive priorities, board coordination and strategic projects. You will help shape how the CEO’s office operates while demonstrating our FAIR behaviours: Friendly, Agile, Innovative and Reliable.

You will be required to work across our two sites in Tallawong and North Sydney in this hybrid/flexible role.

What’s on Offer

We are offering a permanentopportunity with flexible working options and access to a wide range of benefits:

• Fitness Passport -Access significantly discounted fitness membership for you and your immediate family. Enjoy access to a wide range of gyms, group classes, pools and fitness centres as often as you like.
• Novated Leasing - Novated leases are available on new, used and existing vehicles. Bundle your lease payments and your cars running costs in one convenient regular payment.
• Employee Assistance Program (EAP) - MTS has partnered with TELUS Health to help individuals achieve holistic mental, physical, social, and financial wellness.
• Corporate Private Health Insurance Partnerships-with BUPA and Medibank Private
• Parental leave – 16 weekspaid parental leave for eligible employees

We are delivering the future of train travel today – and it all starts with our people. Positive mindsets with an ‘anything-is-possible’ approach. The MTS team is rewriting all the expectations.

MTS is an equal employment opportunity employer. We are committed to an inclusive workforce and welcome applications from candidates from culturally diverse backgrounds, people with disabilities, and people of Aboriginal and Torres Strait Islander descent.