(8/10/2025) Executive Assistant

3 weeks ago

City of Brisbane, Australia Empire Project Management Pty Full time

Role Description

The purpose of this role is to:

- Provide high-level administrative and executive support to two Company Directors.
- Manage calendars, meetings, correspondence, and travel arrangements with accuracy and discretion.
- Ensure Directors are well-prepared with all required documentation and information ahead of meetings, presentations, and commitments.
- Take responsibility for delivering delegated tasks and be accountable for deadlines.
- Exercise confidentiality and judgment when handling sensitive company information.

Specific Duties:

- Manage complex and frequently changing calendars for both Directors, including prioritisation of commitments.
- Draft, review, and manage correspondence, presentations, reports, and meeting documents.
- Coordinate travel arrangements, itineraries, and logistics for local and interstate requirements.
- Organise, attend, and record minutes of meetings, ensuring timely distribution of action items.
- Maintain effective communication and coordination with internal staff and external stakeholders.
- Manage confidential files, agreements, and correspondence with absolute discretion.
- Undertake special projects and miscellaneous assignments as directed by the Directors.
- Regularly meet with Directors to understand business priorities and upcoming commitments.
- Ensure Directors’ diaries are current, realistic, and aligned with business priorities.
- Prepare, collate, and distribute Board papers, meeting packs, and briefing documents in advance.
- Handle incoming correspondence, phone calls, and inquiries, responding where appropriate on behalf of Directors.
- Liaise with clients, consultants, and other key stakeholders on behalf of the Directors in a professional manner.
- Coordinate and support company-wide events, workshops, and executive offsites.
- Maintain accurate records and filing systems (electronic and physical) in line with company policy.
- Assist with completing personal errands and tasks.

Skills & Requirements

- Understands and follows Empire Code of Conduct
- Has strong business ethics and is aware of and refers where appropriate Anti Bribery and Corruption (ABC) matters
- Develop a deep understanding of the Directors’ priorities, working styles, and communication preferences.
- Gain familiarity with the company’s systems, processes, and governance structures.
- Develop personal project management skills both soft and technical to enable innovations to be developed and implemented on projects
- Strong written and verbal communication skills.
- High level of proficiency in MS Office and other business tools.
- Proven ability to manage confidential and sensitive information.
- Ability to anticipate needs and proactively support Directors.
- Demonstrate the ability to manage multiple stakeholders with professionalism.
- Build strong knowledge of the industry and core business to better anticipate and support Directors’ needs.

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