Executive Assistant

Executive Assistant – Office of the Chief Executive

Full-time | Sydney CBD (Pitt Street) | Hybrid (4 days in office, 1-day WFH)

Applications will be reviewed on a rolling basis — we encourage you to apply early.

ABOUT UNITING

At Uniting, our purpose is clear: to inspire people, enliven communities and confront injustice.

Our values guide everything we do — we are Compassionate, Respectful, Imaginative, and Bold

As the services and advocacy arm of the Uniting Church NSW.ACT, we work in partnership with our Church community and uphold its mission and purpose in the work we lead.

ABOUT THE ROLE

The Executive Assistant to the Office of the Chief Executive plays a pivotal role in ensuring the CEO's office operates seamlessly, strategically, and with the highest professional standards.

Working closely with the CEO and Company Secretary, you will support strategic initiatives, coordinate briefing papers for the Board and Executive, and ensure the smooth governance and administration of Board and Executive operations.

This role is ideal for someone who sees themselves not just as an Executive Assistant, but as an emerging Executive Officer (EO) — building capability in executive operations, governance and leadership.

Alongside high-level administrative and governance responsibilities, you'll bring initiative, confidence and enthusiasm — contributing ideas, modern thinking and smarter ways of working while maintaining professionalism, discretion and trust at all times.

KEY ACCOUNTABILITIES

Executive Administration (50%)

• Partner with the CEO and Company Secretary to progress strategic initiatives and priorities.
• Lead calendar management, meeting coordination and workflow prioritisation.
• Coordinate CEO and Board travel and expenses.
• Draft, review and quality-check briefings, correspondence and reports.
• Assist with agendas, minutes and action tracking.
• Support Board and Committee onboarding.
• Lead logistics for Board site visits.
• Maintain governance records and compliance registers.
• Manage Diligent and ensure timely distribution of papers.
• Oversee workflow within the CEO Office.
• Provide flexible support as needed.

Board & Executive Governance Support (40%)

• Support governance processes under the Company Secretary.
• Assist with briefings, reports and presentations.
• Proactively improve governance systems.
• Lead adoption of digital tools (AI, SharePoint).
• Build strong stakeholder relationships.
• Actively contribute to the Executive Assistant network.

Ad Hoc Support (10%)

• Provide support during meetings.
• Assist with informal engagement tasks.
• Lead event coordination as required.
• Demonstrate urgency, discretion and professionalism.

THE SORT OF PERSON WE'RE LOOKING FOR

You are not a traditional Executive Assistant — you are a strategic enabler, problem-solver and value-creator, with the mindset of an emerging Executive Officer (EO).

You understand executive cadence and develop capability beyond task execution. You think ahead, anticipate needs, and influence outcomes.

You bring initiative naturally. You identify inefficiencies, redesign processes and implement improvements.

You're AI-fluent, digitally confident and motivated to learn. You adopt AI tools, systems and automation to elevate quality and efficiency.

You're strong with projects — confident managing deadlines, stakeholders and delivery.

And you love a great presentation.

PowerPoint is one of your strengths. You create polished, executive-ready decks and enjoy turning information into compelling visuals.

You bring energy, ownership and pride in your work.

ABOUT YOU

You celebrate diversity and welcome all people regardless of lifestyle choices, ethnicity, faith, sexual orientation or gender identity.

Directorate: Chief Executive Office

Reports to: Company Secretary / Executive Officer

YOUR KEY CAPABILITIES

Executive Support Excellence

• Manages complex calendars and logistics with excellence.
• Produces accurate agendas, minutes and records.
• Maintains confidentiality and professionalism.
• Oversees Board portals and paper distribution.

Governance & Compliance

• Maintains governance records and registers.
• Supports Board induction.
• Applies sound judgement.
• Drives continuous improvement.

Stakeholder Engagement

• Communicates with professionalism and diplomacy.
• Builds trusted relationships.
• Handles sensitive matters with discretion.

Technology & Innovation

• Advanced Microsoft Office proficiency.
• Embraces AI tools and SharePoint.
• Improves systems and workflows.

Planning & Prioritisation

• Balances competing deadlines.
• Anticipates needs.
• Maintains strong attention to detail.

Presentation Excellence

• Produces executive-level PowerPoint presentations.
• Translates information into engaging, polished output.
• Enjoys visual storytelling for senior audiences.

Project Confidence

• Manages workflows and deliverables.
• Tracks actions and milestones.