Key Responsibilities and Accountability
Executive Support to CEO
- Extensive diary management.
- Establish and maintain relationships with Executive Assistants of key counterparts with the aim of facilitating efficient communication between executives.
- Prepare agendas, meeting material and reports, including fortnightly and monthly CEO reports.
- Inbox management including responding to emails (as directed) on behalf of the CEO.
- Prepare expense reimbursements and monthly credit card reconciliations.
- Manage all CEO-AUS approvals, including any approvals required in SAP, Employment Hero and Corporate Traveller.
- Complete research as requested by the CEO-AUS.
- Establish and maintain filing systems (physical and electronic via SharePoint) for the CEO-AUS.
- Maintain a record of business contacts via Outlook. Assist in the development of systems and procedures to ensure efficiency of approvals across SAP, Banking, Procurement and Project Management.
- Coordinate domestic and international travel and accommodation bookings for the CEO-AUS and any key staff or Directors travelling with the CEO-AUS.
- Support the CEO-AUS with personal logistics or administration when required.
- Resolve IT issues in a timely manner.
- Provide practical, hands-on support where needed, including tasks that may fall outside traditional Executive Assistant duties but are important to ensuring the CEO-AUS, office and broader business are well supported.
- Provide the above executive-level support to Board members when they are in Australia, including coordinating Board-related administration and logistics where required.
Event & Meeting Management
- Organise and schedule meetings for the CEO-AUS, ensuring prioritisation of conflicting meetings and events.
- Work closely with the Executive Assistant – US to coordinate meeting schedules, including managing other attendees, US and Australian Directors.
- Assist with the preparation of agendas and presentation materials.
- Prepare meeting rooms for key internal and external meetings.
- Take meeting notes and minutes and distribute relevant information.
- Document decisions and maintain action registers for the CEO-AUS.
- Plan and coordinate conferences, breakfasts, lunches and other events for the CEO-AUS and attendees.
- Arrange catering for Board meetings and other critical internal and external events as directed by the CEO-AUS (e.g. client functions, planning days, lunches and dinners).
Executive & Business Support
- Supervise, mentor and coach the Office & Team Administrator to ensure the delivery of high-quality administrative support across the business.
- Manage associated office budgets
- Train and delegate to the Office & Team Administrator administrative duties that can support the broader team and CEO when the Executive Assistant is on leave
- Foster strong working relationships across the business to ensure efficient coordination, communication and delivery of administrative services
- Provide executive and administrative support to the CEO – Australia and their direct reports, including:
- Sourcing, ordering and coordinating Tri-Star branded collateral for employees, client engagement and business events, ensuring compliance with company branding guidelines.
- Coordinating meetings with internal and external stakeholders, including counterparts across the business, and providing end-to-end meeting support.
- Providing administrative support for strategic and commercial projects, including research, coordination and project administration.
- Preparing, formatting and proofreading professional documents, reports, presentations and other business communications to a high standard.
IT Administration Support
- Act as the IT Support Administrator for the Brisbane office, providing day-to-day coordination and administrative support for local IT requirements.
- Work closely with the CFO on all IT matters, providing operational support and assisting with the administration of IT services and processes.
- Serve as the primary liaison between Brisbane staff and the Managed Service Provider (MSP), coordinating support requests, tracking issues, and following up to ensure timely resolution.
- Coordinate IT onboarding and offboarding activities, including user account requests, equipment allocation and returns, and access administration.
- Maintain IT asset registers, software licence records, and other IT documentation to support compliance and operational efficiency.
Other Duties
- Undertake other duties as directed by the CEO-AUS.
This role provides opportunities for the successful candidate to develop their executive support capability, gain exposure to senior leadership and Board-level activities, and broaden their experience across administration, governance, stakeholder management, business operations and IT administration.
Working Arrangements
This role is primarily office-based. The Executive Assistant is expected to be present in the office whenever the CEO-AUS is working from the Brisbane office to provide responsive, in-person support.
Flexible working arrangements may be available during periods when the CEO-AUS is travelling or on annual leave, subject to business requirements and the ability to continue providing effective support to the CEO-AUS and the broader leadership team.
Experience and Qualifications
- Roughly 5-10 years’ experience in an Executive Assistant position at C-Suite level
- Ability to take initiative, problem solve and be resourceful and proactive.
- Excellent organisational and time management skills with the ability to prioritise and work on multiple tasks simultaneously
- High attention to detail
- Excellent written and verbal communication skills with the ability to maintain professional relationships at all levels
- Demonstrated advanced level of MS Office Suite
- Discretion and the ability to deal with sensitive information appropriately
*We are handling this vacancy internally and do not require agency support. We ask that agencies do not reach out or submit candidates for this role*
