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 solid, 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.

📌 Executive Assistant - Chief Commercial Officer (Melbourne)
🏢 Victoria Racing Club
📍 Melbourne