Personal Assistant

Coastal Advice Group; Newcastle City Council; On-site; AUD 65,000 - 90,000; Full time

Job summary

Coastal Advisory Australia is hiring an experienced Personal Assistant to join our newly established Executive Support Office, providing locally based day-to-day support to our CEO and Chief People & Performance Officer while helping the broader Executive team stay connected and organized.

You’ll manage busy calendars, coordinate meetings and travel, prepare agendas and correspondence, support project work, handle expenses, and balance professional and personal tasks with discretion.

Qualifications

• Has experience supporting senior leaders in a busy environment.
• Is highly organised and calm when priorities change.
• Takes initiative and solves problems before they escape.
• Communicates confidently and builds trusted relationships.
• Handles confidential information with professionalism and discretion.
• Produces polished documents, presentations and correspondence.
• Is confident using Microsoft Office, collaboration platforms and other digital tools and channels.
• Enjoys working collaboratively while being able to operate independently.

Responsibilities

• manage busy calendars, appointments and changing priorities
• coordinate meetings, one-on-ones and stakeholder engagements
• arrange domestic and international travel, accommodation and itineraries
• prepare agendas, meeting packs, presentations and correspondence
• support project work across the Executive team
• process expenses and maintain organised electronic records
• provide a blend of professional and personal support
• coordinate Executive meetings, visitors and events in Newcastle
• follow up routine actions and help keep priorities moving; and
• support the broader Executive Team with tasks delegated by the Executive Assistant

Skills

Senior leaders support

Highly organized

Calm under pressure

Initiative & problem solving

Confident communication

Discretion with confidential info

Polished documents & presentations

MS Office proficiency

Independent & collaborative

Tools

Microsoft Office

Job description

We’re Hiring: Personal Assistant, Newcastle

Do you want to be part of one of Australia’s fastest-growing financial advice businesses?

At Coastal Advisory Australia, we’re building something special.

As our national business continues to grow, we’re looking for an experienced Personal Assistant to join our newly established Executive Support Office.

Working with the EA you’ll provide locally based, day-to-day support to our CEO and Chief People & Performance Officer while helping our broader Executive team stay connected, organised and focused.

Imagine yourself in this role...

You’ll be across busy Executive diaries, preparing for an important meeting and adjusting travel arrangements when priorities suddenly change.

You’ve already spotted a scheduling conflict, followed up the missing information and made sure everyone has what they need before they ask for it.

You’re trusted with sensitive information, comfortable working with senior leaders and always thinking one step ahead. No two days will look exactly the same—and that’s what you enjoy.

What you’ll be doing

You’ll:

• manage busy calendars, appointments and changing priorities;
• coordinate meetings, one-on-ones and stakeholder engagements;
• arrange domestic and international travel, accommodation and itineraries;
• prepare agendas, meeting packs, presentations and correspondence;
• support project work across the Executive team;
• process expenses and maintain organised electronic records;
• provide a blend of professional and personal support;
• coordinate Executive meetings, visitors and events in Newcastle;
• follow up routine actions and help keep priorities moving; and
• support the broader Executive Team with tasks delegated by the Executive Assistant.

What we’re looking for

We’re looking for someone who:

Has experience supporting senior leaders in a busy environment

Is highly organised and calm when priorities change

Takes initiative and solves problems before they escape

Communicates confidently and builds trusted relationships

Handles confidential information with professionalism and discretion

Produces polished documents, presentations and correspondence

Is confident using Microsoft Office, collaboration platforms and other digital tools and channels

Enjoys working collaboratively while being able to operate independently

Why Coastal?

At Coastal, growth creates opportunity—not just for the business, but for our people.

You’ll work closely with senior leaders, gain exposure across a growing national organisation and help shape how our Executive Support Office operates. Along the way, you’ll be supported through benefits that invest in your wellbeing, professional development and financial health.

It’s an opportunity to grow with us, make the role your own and see the impact of your work every day.

Due to the high volume of applications we receive, only shortlisted candidates will be contacted.