Victorian Racing Club VRC – Flemington VIC

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, explicit, 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 present

📌 Executive Assistant (Melbourne)
🏢 Victorian Racing Club VRC
📍 Melbourne