Medical Receptionist – Part-Time Junior Positions

Seek.Com.Au; Brisbane; Sur place; AUD 90 000 - 130 000; Plein temps

Résumé du poste

Stone Axe Pastoral Company is seeking an Executive Assistant to the CEO based in Fortitude Valley, Brisbane. The role partners with the CEO, coordinating calendar, travel, board activities and executive materials to keep priorities aligned and actions on track.

You will improve workflows, manage confidential information and support the Executive Leadership Team with professional, proactive communication and timely deliverables.

Qualifications

• Proven experience supporting a CEO or senior leader.
• Advanced diary, meeting and travel coordination.
• Exceptional organisational skills for multi-priority work.
• Excellent written communication and document preparation.
• Discretion with confidential information and sensitive data.
• Ability to work autonomously and make sound decisions.

Responsabilités

• Proactively manage CEO calendar, travel, meetings and prep time.
• Prepare briefings, agendas and materials for engagements.
• Coordinate inputs from leadership and prepare board papers.
• Maintain secure records and document control.
• Support executive workflows and continuous improvement initiatives.

Connaissances

CEO support

Diary management

Travel coordination

Executive communications

Confidential handling

Outils

Microsoft 365

Outlook

Teams

PowerPoint

Excel

Description du poste

Executive Assistant to the CEO

Stone Axe Pastoral Company

Full-time, permanent

Fortitude Valley, Brisbane QLD

Make an impact at the centre of a growing Australian business

We are looking for an exceptional Executive Assistant to partner with our CEO and help keep priorities, decisions and commitments moving across the business.

This is not a role for someone who simply manages a calendar.

You will be a trusted partner who anticipates what is needed, brings structure to competing priorities, prepares the CEO for important conversations and ensures actions do not get lost once the meeting ends.

Based in our Fortitude Valley office, you will work closely with our CEO, Board, Executive Leadership Team and key internal and external stakeholders. You will have visibility across the business and the opportunity to improve how executive work gets done.

Why this role?

• Work directly with the CEO and operate at the centre of business priorities
• Join an ambitious Australian agricultural and branded beef business
• Take ownership of executive coordination, Board support and action follow-through
• Use technology, automation and smarter ways of working to improve executive effectiveness
• Build trusted relationships across a geographically dispersed and operationally diverse organisation

About Stone Axe Pastoral Company

Stone Axe Pastoral Company is an Australian agricultural business producing premium Wagyu beef for customers in Australia and international markets.

Our operations bring together farming, livestock, production, sales and corporate functions. This creates a fast-moving environment where priorities can change quickly and strong communication, organisation and follow-through matter.

We value people who are practical, commercially aware, comfortable taking responsibility and willing to help improve the way we work.

The opportunity

As Executive Assistant to the CEO, you will take ownership of the systems, information and coordination that support the CEO’s effectiveness.

You will proactively manage a complex calendar, coordinate meetings and travel, prepare executive materials, manage sensitive information and maintain visibility over key actions and commitments.

You will also help improve executive workflows, meeting rhythms, document management and the use of Microsoft 365 and productivity tools.

The right person will be confident enough to clarify priorities, respectfully challenge an unrealistic schedule and provide practical solutions when plans change.

What you will be responsible for CEO support and priority management

• Proactively manage the CEO’s calendar, balancing strategic priorities, operational requirements, stakeholder access, travel and preparation time
• Anticipate scheduling conflicts and recommend practical solutions
• Manage delegated inbox and correspondence arrangements as agreed
• Prepare the CEO for meetings with clear agendas, briefing materials and relevant background information
• Maintain a forward view of recurring commitments, deadlines and decision points

Executive and Board coordination

• Coordinate CEO, Executive Leadership Team and Board-related meetings
• Manage agendas, meeting papers, presentations, pre-reads and logistics
• Coordinate inputs from leaders and ensure materials are complete, consistent and issued on time
• Prepare accurate minutes, decision records and action registers when required
• Follow up agreed actions, identify overdue items and escalate emerging risks or dependencies

Travel, events and stakeholders

• Coordinate domestic and international travel, accommodation, itineraries and related requirements
• Support leadership sessions, business events, customer engagements, property visits and other CEO commitments
• Act as a professional and responsive point of contact for Board members, advisers, customers, suppliers and other stakeholders
• Ensure the CEO has the practical information and contacts required for each engagement

Executive communication and documentation

• Prepare, edit and format correspondence, reports, presentations, briefing notes and meeting materials
• Consolidate information from different contributors into clear executive-level documents
• Maintain secure records, document control and confidential executive files
• Undertake targeted research to support CEO preparation and decision-making

Systems and continuous improvement

• Improve executive administration processes, templates, filing systems and meeting rhythms
• Use Microsoft 365, automation and appropriate AI-enabled tools to simplify work and reduce manual follow-up
• Coordinate discrete projects or workstreams within an agreed scope
• Provide agreed support to the broader Executive Leadership Team without compromising CEO priorities
• Contribute to the smooth and professional operation of our Fortitude Valley office

What you will bring

You will be an experienced Executive Assistant who knows how to operate with discretion, pace and good judgement.

You will bring:

• Demonstrated experience supporting a CEO, executive or senior leader
• Advanced diary, meeting, travel and stakeholder coordination capability
• Exceptional organisational skills and the ability to manage competing priorities
• Excellent written communication and executive document preparation skills
• Strong attention to detail without losing sight of the bigger picture
• Confidence handling confidential, commercially sensitive and people-related information
• Advanced capability across Microsoft Outlook, Teams, Word and PowerPoint
• Strong working knowledge of Excel, SharePoint or similar document management systems
• The ability to work autonomously, make sound decisions and elevate matters appropriately
• A calm and practical approach when priorities change
• The confidence to ask questions, clarify expectations and respectfully challenge where needed

Experience supporting Board or governance processes, working in a multi-site operational business, or improving workflows through automation will be highly regarded.

Experience in agriculture is helpful, but it is not essential. What matters most is your ability to learn the business, understand context and become a trusted partner.

What success will look like

You will know you are succeeding when:

• The CEO is focused on the highest-value priorities and well prepared for key engagements
• Meetings, travel, papers and correspondence are accurate and coordinated ahead of time
• Important actions are visible, followed through and closed out
• Stakeholders receive professional, clear and responsive communication
• Sensitive information is handled with complete discretion
• Executive processes become simpler, more consistent and less dependent on manual follow-up

The person we are looking for

You are proactive rather than reactive.

You notice the gap before someone asks you to fill it. You can move comfortably between a Board paper, a travel disruption, a confidential conversation and a last-minute change to the CEO’s schedule.

You are warm and professional, but you are also comfortable being direct. You take pride in getting the details right, closing the loop and making life easier for the people around you.