Executive Coordinator

ARM Hub; City of Brisbane; On-site; AUD 100,000 - 120,000; Full time

Job summary

A leading automation consultancy is seeking an Executive Coordinator to provide high-level support to the CEO and the executive team in Brisbane. This role involves managing communications, event planning, and reporting, alongside liaising with key stakeholders. Ideal candidates will exhibit strong interpersonal and analytical skills, with a proven ability to manage multiple priorities in a fast-paced environment. A competitive salary of A$100,000 – A$120,000 is on offer for this full-time administrative position.

Qualifications

• High-level interpersonal and communication skills to liaise with diverse clients.
• Strong written communication skills for clear and persuasive writing.
• Analytical skills for data reporting and analysis.
• Experience in a commercial environment, preferably in industrial settings.
• Ability to develop and implement strategies and evaluate existing processes.
• Cooperative team member in a fast-paced environment.

Responsibilities

• Manage diaries and inboxes for the CEO and senior executives.
• Prepare and edit correspondence, reports, and presentations.
• Oversee front-of-house operations and manage reception activities.
• Organize high-level meetings and events.
• Liaise with travel agents for executive travel.
• Manage information flow within ARM Hub systems.
• Coordinate projects to maximize outcomes.
• Provide secretarial support for board and executive meetings.
• Assist with governance activities and processes.

Skills

Interpersonal skills

Written communication

Analytical skills

Coordination skills

Teamwork

Job description

The Executive Coordinator will provide high‑level executive support to the CEO, Executive Manager and ARM Hub Board, liasing directly with staff, clients and key stakeholders to coordinate strategic and operational matters across the ARM Hub.

The role is a key operational lynchpin, proactively managing the flow of information and providing appropriate advice, responses and reporting, including handling urgent requests for information from government, research institutions and industry groups.

Other responsibilities include coordinating high‑level engagement activities and events, and ensuring the effective management of organisational agreements, contracts and reporting. The position reports to the Executive Manager for supervision, workload management and for Performance Planning and Review (PPR).

Key responsibilities

• Provide comprehensive diary and inbox management support for the CEO and senior executive team, ensuring priorities are actioned in a timely and efficient manner.
• Research, write and edit correspondence, presentations, reports, briefing notes, Board papers and other complex documentation.
• Oversee front‑of‑house operations, including managing the ARM Hub main phone line and monitoring reception activity.
• Manage events and engagement activities high‑level meetings, visits, tours, workshops, catering, keynotes and conference attendance.
• Identify travel requirements for ARM executive and Board, liaising with the external travel agent.
• Manage the flow of information and reports for the CEO’s office within ARM Hub systems, including promotion of use of SharePoint, CRM, ERP, Finance, AI and automation software.
• Manage projects and activities in line with agreed scope and timeframes and work collaboratively to maximise project outcomes.
• Secretarial support for Board, Executive meetings, and WH&S Committee meetings.
• Provide support for governance activities and processes, including coordination and high‑level support to the CEO, Company Secretary and Board.

Selection criteria

• Demonstrated high‑level interpersonal and communication skills, with the ability to liaise and negotiate with a diverse range of clients and stakeholders.
• Demonstrated high‑level written communication skills with the ability to write clearly and persuasively to a diverse range of clients.
• Demonstrated well‑developed analytical skills including experience analysing and reporting data.
• Experience in a commercial environment, preferably within an industrial setting.
• Demonstrated ability to successfully coordinate activities, develop and implement strategies, and critically evaluate existing systems and processes to support the strategic direction and aspirations of the organisation.
• Ability to work cooperatively as a member of a small team operating in a fast‑paced environment with multiple demanding deadlines.

When applying for this position we encourage you to upload your current resume along with a response to the selection criteria (max 2 pages).

Location: Brisbane, Queensland, Australia; Salary: A$100,000.00 – A$120,000.00; Seniority level: Associate; Employment type: Full‑time; Job function: Administrative; Industries: Automation Machinery Manufacturing and Business Consulting and Services.