Executive Assistant - Maternity Leave Contract

Position Summary The Executive Assistant provides high-level executive, operational, administrative, and project support to the Chief Executive Officer and senior leadership team. The role serves as the central coordination point for executive priorities, people and culture administration, business operations, travel, strategic projects, and stakeholder management.

This position plays a critical role in ensuring the efficient operation of the business by managing key administrative functions, facilitating communication across departments, coordinating business initiatives, and driving the successful delivery of organisational priorities.

Key Responsibilities

Executive Support

- Provide comprehensive administrative support to the CEO and senior leadership team.
- Manage executive calendars, meetings, appointments, travel arrangements, and logistics.
- Coordinate leadership meetings, strategic planning sessions, and boardroom activities.
- Act as a key liaison between executives, employees, clients, and external stakeholders.
- Manage confidential information with discretion and professionalism.

Operations & Business Administration

- Support the day-to-day operational requirements of the business as directed.
- Coordinate office operations, facilities management, supplier relationships, and service agreements.
- Manage procurement activities including office equipment, technology assets, catering, and operational supplies.
- Maintain administrative systems, records, policies, and documentation.
- Assist with implementation and ongoing administration of operational processes and procedures.

People & Culture Administration





- Coordinate onboarding and offboarding processes for employees.
- Manage employee equipment allocation, including laptops, mobile phones, access, and technology requirements.
- Prepare employment-related documentation including remuneration reviews, promotion letters, employment contracts, and employee communications as directed.
- Coordinate training, professional development, compliance requirements, and staff qualifications.
- Support HR administration including employee records, policies, and workforce documentation.

Project Coordination

- Support delivery of strategic business initiatives and cross-functional projects.
- Track project actions, timelines, deliverables, and stakeholder communications.
- Coordinate internal and external participants to ensure successful project outcomes.
- Assist with project planning, documentation, reporting, and implementation activities.
- Provide administrative support for technology, operational, marketing, and business development initiatives.

Events, Hospitality & Travel Management

- Organise internal and external corporate events, conferences, workshops, team functions, and client hospitality activities.
- Source venues, suppliers, accommodation, transport, and catering services.
- Manage event budgets, scheduling, contracts, confirmations,



and attendee communications.
- Coordinate domestic and international travel arrangements, itineraries, and travel documentation.
- Ensure a high-quality experience for employees, clients, and business partners attending company events.

Stakeholder & Relationship Management

- Foster strong relationships with internal teams, clients, suppliers, and industry partners.
- Coordinate communications and meetings between senior leadership and external stakeholders.
- Support client engagement activities and business development opportunities.
- Represent the organisation professionally in dealings with partners, vendors, and service providers.

Key Skills & Competencies

- Executive and stakeholder management
- Organisation and prioritisation
- Project coordination
- Event and travel management
- Written and verbal communication
- Relationship management
- Problem solving and initiative
- Confidentiality and discretion
- Time management and multitasking
- Microsoft 365 proficiency and business systems administration

Success Measures

- Executive priorities are managed efficiently and proactively.
- Business operations run smoothly with minimal disruption.
- Employee onboarding, documentation, and people-related administration are completed accurately and professionally.
- Events, meetings, and travel arrangements are delivered successfully and within budget.
- Projects are coordinated effectively with deadlines and deliverables achieved.
- Stakeholder relationships are maintained at a high skilled standard.
- Administrative processes remain accurate, compliant, and organised.

📌 Executive Assistant (Sydney)
🏢 Resilience Insurance
📍 Sydney