(Apply Now) Executive Assistant to CEO

What you/'ll be doing

As the Executive Assistant, you will provide a range of high-level support to the Chief Executive Officer (CEO) to enable the CEO to address the complexities of their role. You will be a key contact point between the CEO and external stakeholders, including senior government officials, consultants and partner organisations, ensuring high service delivery and excellent stakeholder experience. Additionally, you will be a conduit for CLSL/'s Executive Leadership Team, Senior Leaders and the broader organisation.

Responsibilities

- Manage complex and changing diaries, including proactively scheduling, organising, prioritising and negotiating meetings

- Support the effectiveness of meetings by preparing agendas, collating supporting documentation, providing confidential minute taking and ensuring the timely distribution and coordination of follow up actions

- Manage, prepare and review high level complex communications to ensure timeliness and accuracy

- Produce correspondence, reports, briefs, internal announcements and presentations to a high standard on behalf of the CEO

- Complete desk top publishing duties, data base management, spreadsheet and any associated word processing tasks in a professional manner and having due regard for time restrictions, privacy and other requirements

- Provide ad hoc support to the Board, Committees and Government Relations team as required

- Have a clear understanding of the organisation/'s strategic priorities in the context of supporting the CEO to monitor progress towards milestones and objectives

- Research, collect and analyse data and other information to assist with the preparation of reports and other documentation

- Demonstrate and promote leadership behaviours that reflect CLSL/'s organisational values, fostering a culture of trust, accountability and ethical conduct

- Lead by example and actively contribute to a positive, inclusive and high-performing workplace

- Assist with special projects as required

This is a 12-month contract position with the possibility to convert to permanent, within a government corporation, based in Newcastle.

Why work with us?

As a Commonwealth Government entity that manages portable long service leave, we are proud of the difference we make in the lives of hardworking Australians. By connecting employees in the black coal mining industry to their long service leave entitlements, we/'re giving back life/’s most precious gift: time. We believe in our purpose, are focused on our strategic goals, and are committed to serving the beneficiaries of the Scheme, industry employers and strengthening industry partnerships.

What we offer

- We’re a dedicated team of professionals who deliver meaningful, purpose driven work in a supportive and inclusive workplace culture built on values of trust, openness, respect, care and honesty.

- Our hybrid working model and compressed hours enable you to balance your career and lifestyle, giving you the time to grow, excel and do what you love.

- Located in the progressive and vibrant city of Newcastle, our contemporary workplace provides you with a space to connect and collaborate with colleagues, while also enabling you to balance work–life commitments.

We want our people to live their best lives while working with us. To find out more about our great employee benefits and what it/’s like to be part of the team, reach out to our friendly talent acquisition team at careers@coallsl.com.au

What you/'ll bring

To be successful in the role of Executive Assistant, you will be a natural organiser with effective communication and time management skills, to manage competing priorities with professionalism and ease. You/’ll be perceptive, emotionally intelligent, and reliable - someone who gets things done with minimal fuss. You will have previous experience as an executive assistant supporting a CEO and comfortable adjusting to changing schedules and travel commitments.

Your background will demonstrate your:

- Experience working with committees, understanding relationship dynamics and the support required for associated meetings and events

- Capacity to be proactive, assertive and work well under pressure or within tight time frames

- Advanced Microsoft Office skills, including exceptional Word and PowerPoint skills

- Exceptional organisational skills with a passion for planning, organising and prioritising

- Ability to utilise resources and systems in a structured and logical manner to ensure the office of the CEO is best positioned to respond to all situations in an agile manner

- Capability to anticipate the needs of the CEO and surrounding stakeholders and understand the value of connection within the environment you are operating in

- Understanding and respect for the need for confidentiality and discretion

- Intuition for timely and appropriate communication and escalation of issues

- Excellent interpersonal skills with the ability to establish friendly and professional rapport with a wide range of stakeholders

- Business acumen and the ability to deal with all levels of business in a commercial environment

- Proactive and optimistic attitude, with a strong sense of urgency and a willingness to do what it takes to achieve the required business outcomes

- Attention to detail accuracy and total commitment to quality service

- High level of self-motivation and the confidence to take ownership for decisions

- Exceptional diary management and minute taking skills

Must Haves: You will have proven experience as an Executive Assistant supporting C-suite executives, including a CEO, within a fast-paced corporate environment, demonstrating confidence in managing dynamic schedules, complex travel arrangements, and high-level stakeholder interactions.

Highly Regarded: Experience working in a highly regulated environment, financial services or government.

If this sounds like you, apply now.

How to apply

To apply for this position, please submit your resume and a cover letter introducing yourself and telling us what attracted you to the position and what value you believe you can add to this role. Your cover letter should be no longer than 800 words.

Applications close midday on Wednesday, 15 October 2025.

Australian citizenship, residency or working rights is a prerequisite for this role.

Applications are open to all qualified candidates regardless of their background, identity, experiences and beliefs. Please connect with us at any time during the process for a confidential conversation regarding your application, including if you require any adjustments or considerations in order to participate fully in our recruitment process.

Contact us at careers@coallsl.com.au.

The successful applicant for this role will be required to undergo working rights checks, background checks including a police check, and other assessments as required.

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