About the position
Our client, a well-established organisation within the building industry, is currently seeking an experienced Professional Assistant to the CEO to provide high-level executive, administrative and coordination support.
Minimum Requirements:
- Relevant tertiary qualification in Office Management, Business Administration or a related field
- Minimum 5-8 years' experience as a Professional Assistant or Executive Assistant at senior/executive level
- Proven experience supporting a CEO, Managing Director or Executive Committee
- Experience within a corporate, public sector or regulated environment will be advantageous
- Advanced MS Office skills, including Word, Excel, PowerPoint, Outlook and SharePoint
- Excellent organisational, communication and time-management skills
- Strong professionalism, discretion, confidentiality and attention to detail
- Ability to manage competing priorities and work effectively under pressure
- Flexibility in working hours to accommodate executive demands
- Occasional travel may be required
Duties include but are not limited to:
Executive Support:
- Provide comprehensive administrative and professional support to the CEO
- Manage the CEO's diary, appointments, travel arrangements, and meeting schedules
- Screen, prioritise, and manage correspondence, calls, and requests on behalf of the CEO
- Prepare agendas, briefing notes, presentations, and reports for meetings
- Take accurate minutes and ensure follow-up on action items
Strategic and Operational Coordination:
- Assist the CEO with planning, tracking, and monitoring strategic initiatives
- Coordinate executive and Board-related activities, including meetings and documentation
- Support the preparation and consolidation of reports for Exco, Board, and committees
- Monitor deadlines and ensure timely submission of reports and information
Stakeholder Liaison:
- Act as a key point of contact between the CEO and internal/external stakeholders
- Build and maintain professional relationships with senior executives, managers, Council members, and partners
- Handle sensitive matters with diplomacy, discretion, and professionalism
Office and Information Management:
- Maintain organised and secure filing systems (electronic and physical)
- Ensure confidentiality and compliance with organisational policies and legislation
- Draft, edit, and proofread professional correspondence and documents
- Coordinate logistics for executive events, workshops, and engagements
Governance and Compliance Support:
- Support governance processes and adherence to organisational protocols
- Assist with tracking resolutions, decisions, and compliance-related actions
- Ensure records and documentation meet governance and audit requirements
Desired Skills:
- Professional Assistant
- Executive Assistant
- Personal Assistant
- MS Office
- Communication
- Time Management
Desired Work Experience:
Desired Qualification Level:
