We are seeking a highly organised, proactive and professional Executive Assistant to provide support to our Managing Director and Executive Leadership Team. This role sits at the centre of our TAG, ensuring the smooth coordination of executive activities, effective information flow, and efficient day-to-day operations.
With the Managing Director as the primary focus, you will manage schedules, coordinate meetings and travel, prepare documentation, and provide trusted administrative support across the executive team. You will act as a key point of contact for internal and external stakeholders, exercising sound judgement, discretion and professionalism.
This role is suited to an experienced Executive Assistant who enjoys managing competing priorities and takes pride in enabling senior leaders to operate effectively and efficiently.
Managing Director Support (Primary Focus)
- Act as the primary point of executive support to the Managing Director, who is the role’s key internal client and highest priority.
- Proactively manage the Managing Director’s calendar, scheduling, meeting preparation, and travel, protecting their time and anticipating their needs.
- Proactively manage and communicate competing priorities with the executive team so that scheduling is resolved smoothly and transparently.
Executive & Calendar Support
- Manage and proactively coordinate the calendars and diaries of the executive leadership team, anticipating clashes, protecting time for priorities, and keeping schedules accurate and current.
- Schedule and coordinate meetings, appointments, and travel across the executive team, balancing competing priorities and resolving scheduling conflicts with sound judgement.
- Maintain confidentiality at all times and handle sensitive information with discretion.
Executive Team Administration
- Provide day-to-day administrative support to all members of the executive leadership team, including correspondence and document preparation.
- Coordinate meeting and event logistics, including leadership team meetings, Board meetings, offsites, and stakeholder visits.
- Take minutes for Executive, Board, and stakeholder meetings as required, and track and follow up on action items.
- Coordinate and acquit executive travel, and process related expenses and invoices in conjunction with Finance.
- Provide ad hoc project and administrative support to the executive team as required.
Information Flow & Confidentiality
- Act as a trusted conduit between members of the executive team, ensuring relevant information reaches the appropriate executive in a timely and reliable way.
- Maintain strict confidentiality over sensitive organisational, commercial, personnel, and governance information, applying discretion consistently and even-handedly across all executives.
- Liaise professionally with internal and external stakeholders on behalf of the executive team, representing the office of the executive with discretion and credibility.
- Distribute meeting minutes only to recipients approved by the meeting chair, applying heightened restriction to material that is legally privileged, relates to personnel or investigation matters, or contains personal information.
Records & Compliance
- Maintain accurate records and administrative systems that support the executive team and its decision making.
- Prepare accurate, complete minutes and maintain them as controlled records in accordance with TAG’s record-keeping requirements.
- Ensure adherence to WHS, privacy, and compliance requirements.
- Participate in continuous improvement initiatives and HSEQ responsibilities.
Office & Facilities Support
- Provide general office and facilities support as required, including liaison with suppliers and building or strata contacts.
- Coordinate office supplies and assist with the smooth day-to-day running of the office.
- Support office-related events and visitor logistics on an as-needed basis.
