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:
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• 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:
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• 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:
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• 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.
• Robust 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.

📌 Executive Assistant (Melbourne)
🏢 Victoria Racing Club
📍 Melbourne