Summary:

The Executive Assistant provides high-level executive, governance and administrative support to the Chief Executive Officer and Executive Office. The role is responsible for ensuring the effective operation of the Executive Office through the coordination of executive communications, diary management, governance administration, stakeholder engagement, project coordination and confidential executive support.

The position plays a critical role in supporting the Institute’s governance framework, executive decision-making processes and strategic initiatives.

Responsibilities:

Executive Support
Manage the CEO’s calendar, appointments, travel arrangements and executive commitments.
Coordinate meetings and ensure effective prioritisation of executive activities.
Prepare correspondence, reports, presentations, briefing notes and executive papers.
Draft and manage executive communications.
Monitor and prioritise incoming correspondence and enquiries.
Maintain confidential executive records and information.

Project and Executive Office Support
Support strategic projects and institutional initiatives.
Coordinate executive reporting requirements and deadlines.
Assist with policy approvals, executive submissions and governance documentation.




Undertake research and prepare briefing materials for executive meetings.
Support institutional events and stakeholder engagements.

Stakeholder Liaison
Act as a key liaison point between the Executive Office and internal and external stakeholders.
Coordinate communication with Council members, Academic Board members, regulators and external partners.
Maintain professional and effective stakeholder relationships.

Administration
Maintain executive filing systems and records.
Coordinate procurement and administrative activities relating to the Executive Office.
Support continuous improvement initiatives and process enhancements.
Perform other duties consistent with the level and responsibilities of the position.

Qualifications:
Proven experience as an Executive Assistant or in a similar administrative role.
Solid organisational and time-management skills.
Excellent verbal and written communication skills.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Experience with BoardPro is an advantage.
Ability to handle sensitive information with confidentiality.
Robust attention to detail and problem-solving skills.
A relevant qualification in business administration or a related field is preferred.

📌 Executive Assistant Sydney
🏢 Australian Institute of Business and Management Pty
📍 Sydney