Executive Assistant

Executive Assistant to CEO

Transport Australia | Sydney | Part-time options available

Work at the centre of a national organisation, supporting its CEO and engaging with senior leaders across Australia’s transport, infrastructure and government sectors.

Transport Australia is looking for an exceptional Executive Assistant who is highly organised, proactive and comfortable operating in a fast-paced executive environment.

Working closely with our CEO, with additional support to the General Manager, you’ll play an important role in keeping a busy executive office organised, prepared and one step ahead.

This isn’t simply a diary management role. We’re looking for someone who anticipates what’s needed, uses good judgement, follows things through and is confident dealing with senior stakeholders.

The opportunity

You’ll work at the heart of a small national organisation and gain exposure to senior leaders across Australia’s transport, infrastructure and government sectors. You’ll have visibility across the organisation and the opportunity to make a tangible difference to how our executive office operates.

The role is approximately 70% support to the CEO and 30% support to the General Manager, with a strong focus on executive coordination, diary and travel management, Board and Committee administration, stakeholder liaison and ensuring commitments don’t fall through the cracks.

What you’ll be doing

You’ll take ownership of the day-to-day coordination of the executive office, including:

• Proactively managing a complex CEO diary and helping prioritise competing demands
• Coordinating meetings, agendas, briefing materials, presentations and correspondence
• Arranging travel and preparing detailed itineraries
• Tracking actions, commitments and follow-ups so important priorities are progressed
• Liaising confidently and professionally with Board Directors, members, government and industry stakeholders
• Supporting Board and Committee meetings, including papers, minutes, action registers and governance records
• Providing diary, meeting, travel and administrative support to the General Manager
• Supporting executive engagement with Transport Australia members and prospective members
• Maintaining accurate stakeholder information and executive records
• Looking for smarter, simpler ways to improve executive workflows and administration.

About you

You’re an experienced EA who genuinely enjoys making an executive more effective.

You are likely to have:

• At least five years’ experience in an Executive Assistant or senior executive support role
• Strong experience managing complex diaries, travel and competing executive priorities
• Excellent organisation and attention to detail
• The ability to anticipate what’s needed rather than waiting to be asked
• Strong written communication skills and confidence preparing professional correspondence and documents
• Sound judgement and absolute discretion with sensitive information
• Confidence communicating with senior executives and their offices
• Strong Microsoft 365 skills and confidence learning CRM and other business systems
• The ability to stay calm, adaptable and organised when priorities change.

Experience supporting Boards or Committees, including preparing papers and minutes, would be highly regarded, as would experience with Diligent Boards or a similar Board management platform.

Why Transport Australia?

This is an opportunity to join a small, collaborative team where your contribution will be visible and valued.

You’ll work closely with the CEO and General Manager and interact with leaders from across the transport, infrastructure and government sectors. Because we’re a small organisation, you’ll also be part of a team where people pitch in, work collaboratively and look for better ways of doing things.

The part-time role is Sydney-based, with working arrangements to agreed with successful candidate and based on needs of the organisation. Some interstate travel and occasional work outside standard business hours will be required for Board meetings, member events and key executive engagements.

If you’re an experienced EA who enjoys being one step ahead, building trusted relationships and bringing calm and organisation to a busy executive environment, we’d love to hear from you.