Strategic Executive Assistant to Chief Commercial Officer

Victoria Racing Club; Melbourne; On-site; AUD 90,000 - 130,000; Full time

Job summary

Victoria Racing Club is seeking an experienced Executive Assistant to provide high-level support to the Chief Commercial Officer. The role focuses on diary management, governance, and cross-functional coordination across the CCO portfolio to ensure smooth daily operations.

You will manage meetings, prepare briefing materials, and coordinate travel and expense workflows while maintaining confidentiality and strong stakeholder engagement.

Qualifications

• Minimum of 5 years’ proven experience in executive support or similar senior admin role.
• Strong project coordination experience with tracking deliverables and timelines.
• Exceptional written and verbal communication skills.
• High level of discretion, integrity and professionalism.

Responsibilities

• Proactively manage the CCO’s diary, scheduling, and priorities to optimise time.
• Coordinate end-to-end governance across the CCO portfolio including meetings and reports.
• Prepare agendas, briefing papers and presentation materials for leadership reviews.
• Coordinate travel, expenses, and payroll approval workflows; liaise with internal/external stakeholders.
• Support sub-committees with agendas, papers and minutes; track actions and follow-ups.

Skills

Executive support

Project coordination

Communication

Time management

PowerPoint

Tools

PowerPoint

MS Office

Job description

Executive Assistant – Chief Commercial Officer (CCO)

Reporting to: Chief Commercial Officer (CCO)

Purpose

To provide high-level executive administrative support to the Chief Commercial Officer, while delivering initiative-taking project coordination and operational support across the CCO portfolio. The role ensures seamless day-to-day operations, effective governance, and a consistent operational rhythm that enables the CCO and leadership team to perform at their best.

Stakeholders

Internal: C-Suite, Executive General Managers, Department Heads & Managers and the wider VRC Team.

External: Suppliers, Vendors, Stakeholders, Partners, Sponsors, Members and Guests, and the wider industry networks and associations.

Focus

Executive Administrative Support & Team Coordination

• Proactively manage the CCO’s diary, scheduling, and priorities to optimise time and focus.
• Monitor, prioritise, and manage incoming correspondence (email and written), ensuring timely responses and follow‑up.
• Maintain operational rhythm and cadence across departments, including end‑to‑end coordination of:

• • Team meetings
  • Monthly Business Reviews
  • Team engagement activities

• Executive and departmental events as required
• Prepare the daily CCO run sheet, including meeting agendas, briefing notes, and supporting documentation.
• Provide ad‑hoc administrative support to the General Managers’ leadership teams as required.
• Prepare agendas, briefing papers, and presentation materials, and manage timely pre‑reading distribution.
• Coordinate business-wide travel, reconcile expenses, and administer business accounts (e.g. Uber for Business, Linkt).
• Support purchase order processing and payroll approval workflows.
• Facilitate effective engagement between the CCO, the Board, internal stakeholders, and external partners.

Reporting, Governance & Business Correspondence

• Coordinate, compile, refine, and format business reporting, including:

• • Monthly CEO Report
  • Monthly Business Review pre‑reading packs
  • Executive Team preparation materials supporting the CCO

• Review and refine written correspondence to a high standard prior to CCO review and sign‑off.
• Support Leadership Team obligations by ensuring all materials are accurate, clear, and professionally presented.
• Administer quarterly CCO‑related sub‑committees, including:

• • Agenda preparation
  • Distribution of committee papers
  • Minute‑taking and action tracking
  • Follow‑up and execution of action items

• Collate insights and reporting aligned to strategic priorities within the CCO portfolio.
• Draft and distribute executive communications, project updates, and briefing notes.
• Liaise with internal departments to gather inputs and ensure timely and accurate information flow.
• Build strong, trusted relationships with stakeholders to enable effective collaboration and decision‑making.

Project Coordination

• Assist with the planning, organisation, and monitoring of key organisational projects aligned to strategic priorities as required.
• Track milestones, deliverables, timelines, and dependencies, escalating risks or delays where required.
• Coordinate project meetings, workshops, and stakeholder engagement activities.
• Maintain project documentation, including action registers, status reports, and communication plans.
• Support cross‑functional teams to ensure alignment and on‑time delivery of agreed outcomes.

Success Measures (KPIs)

• Seamless, well‑managed operation of the Office of the Chief Commercial Officer.
• Consistent and embedded operational rhythm and cadence across the CCO portfolio.
• High‑quality board and sub‑committee governance, documentation, and follow‑up.

Core Capabilities

• Minimum of 5 years’ proven experience as an Executive Assistant or in a similar senior support role to executive leadership.
• Demonstrated experience in project coordination, including tracking deliverables and managing timelines.
• Strong organisational capability with a proven ability to manage competing priorities.
• Exceptional written and verbal communication skills.
• High level of discretion, integrity, and professionalism.
• Essential experience coordinating sub‑committees, including agendas, papers, minutes, and actions.
• Strong digital fluency and the ability to leverage systems and tools to improve efficiency.
• Outstanding PowerPoint and presentation development skills.
• Contributes to a positive, respectful, and inclusive team environment, supporting open communication and collaboration.
• Manages workload effectively while maintaining high standards and personal wellbeing.
• Contribute to a positive and respectful team environment that values open communication, creative collaboration, and mutual support.
• Manage workload effectively, with guidance from leaders, to maintain a healthy balance between high-quality creative output and personal wellbeing.
• Support an inclusive workplace where diverse perspectives are valued, and feedback is encouraged, constructive, and solution focused.

Values

Think VRC: We deliver with one purpose and plan. We’re one VRC team.

Create Joy: We design every experience, for our members, customers and each other, to create joy.

Be Gutsy: We are grounded in our heritage; we’re brave and curious in our pursuit of a bigger future.

F-Learn: We fail but learn, treating setbacks as opportunities for growth.

Care Deeply: We genuinely care about each other: our people, our members, are customers and our community.