Executive Assistant, Tweed Heads

JobAdder Operations Pty; Tweed Heads; On-site; AUD 65,000 - 90,000; Full time

Job summary

JobAdder Operations Pty in Tweed Heads seeks an experienced Executive Assistant to support the CEO and governance activities. The role involves managing the CEO’s diary, coordinating meetings and travel, and preparing briefs and presentations.

Beyond diary management, the EA will prepare Board papers, minutes, and governance documentation, while building relationships with senior stakeholders and ensuring confidentiality and proactive follow-through.

Qualifications

• Experienced EA, executive support or governance professional working at senior level.
• Ability to manage multiple priorities with discretion and confidentiality.
• Strong written and spoken communication with executives and Board members.
• Demonstrated anticipation, judgement and follow-through in complex environments.
• Proactive, flexible and solutions-focused approach to governance tasks.

Responsibilities

• Provide comprehensive day-to-day executive support to the CEO.
• Manage a busy and changing diary, appointments and meeting schedules.
• Coordinate meetings, travel, commitments and competing priorities.
• Prepare correspondence, presentations, reports and briefing materials.
• Manage emails, information and follow-up actions as required.
• Act as a key contact between the CEO and internal/external stakeholders.
• Prepare the CEO for meetings with relevant information in advance.
• Track commitments and deadlines to ensure nothing falls through the cracks.
• Exercise sound judgement around priorities, confidentiality and sensitive information.
• Support forward planning to keep the CEO focused on priorities.
• Build relationships across the organisation and with senior external stakeholders.
• Governance & Board Support: coordinate Board/committee meetings and prepare papers.

Skills

Executive support

Governance

Board support

Organisation

Communication

Attention to detail

Deadline management

Confidentiality

Stakeholder management

Proactive problem solving

Job description

A pivotal position working closely with the CEO while also playing an important role in supporting the organisation's Board and governance activities.

We are seeking an experienced Executive Assistant for a temporary/contract opportunity with an established organisation in Tweed Heads.

The Role

This is a pivotal position working closely with the CEO while also playing an important role in supporting the organisation's Board and governance activities.

Executive Assistant to the CEO

This is much more than diary management. We are looking for someone who can understand the bigger picture, anticipate what is coming next and make the CEO's working life easier.

Your responsibilities will include:

• Providing comprehensive day-to-day executive support to the CEO
• Managing a busy and changing diary, appointments and meeting schedule
• Coordinating meetings, travel, commitments and competing priorities
• Preparing correspondence, presentations, reports and briefing materials
• Managing emails, information and follow-up actions as required
• Acting as an important point of contact between the CEO and internal and external stakeholders
• Preparing the CEO for upcoming meetings and ensuring relevant information is available in advance
• Tracking commitments, actions and deadlines to ensure nothing falls through the cracks
• Exercising sound judgement around priorities, confidentiality and sensitive information
• Anticipating requirements rather than waiting for direction
• Supporting forward planning and helping the CEO stay focused on key organisational priorities
• Building strong relationships across the organisation and with senior external stakeholders

Governance & Board Support

• Coordinating Board and committee meetings
• Preparing and collating Board papers, agendas and meeting packs
• Ensuring papers are distributed accurately and within required timeframes
• Attending meetings and preparing clear, accurate and succinct minutes
• Maintaining governance documentation, records and action registers
• Following up actions arising from Board and committee meetings
• Supporting two Board subcommittees
• Coordinating and supporting the organisation's AGM
• Assisting with Company Secretary and broader governance requirements
• Maintaining a forward calendar of Board and governance activities
• Anticipating upcoming Board requirements and ensuring deadlines are met
• Supporting effective communication between the Board, CEO and senior leadership team

About You

You will be an experienced EA, Executive Support or Governance professional who is comfortable operating at a senior level. You'll be highly organised, confident communicating with executives and Board members, and able to manage multiple priorities without losing sight of the detail.

Importantly, you'll understand that great executive support is about anticipation, judgement and follow-through. You know when to act, when to ask, when to escalates and when to simply get things done.

You will ideally bring:

• Demonstrated experience supporting a CEO, senior executive or executive leadership team
• Previous exposure to Board, governance or Company Secretary activities
• Strong experience preparing agendas, Board papers and meeting packs
• Confidence taking accurate and professional meeting minutes
• Exceptional organisation and attention to detail
• Strong written communication skills and the ability to communicate information succinctly
• Excellent deadline and priority management
• Confidence dealing with confidential and commercially sensitive information
• A proactive, flexible and solutions-focused approach
• The ability to work independently while building strong relationships across the organisation