Executive Assistant

19 hours ago

Mascot, Australia Coates Full time $80,000 - $120,000 per year

We are seeking a highly experienced and proactive Executive Assistant to provide strategic and high-level support to both the Chief Financial Officer and Chief Legal Counsel & Company Secretary. This is a unique opportunity to work at the intersection of two critical functions—Finance and Legal—where your ability to anticipate needs, manage competing priorities, and maintain absolute discretion will be key to your success.

As a trusted partner to two C-suite executives, you will play a central role in enabling their effectiveness, ensuring seamless operations, and acting as a key liaison across internal and external stakeholders. You'll bring a polished, professional presence, exceptional judgement, and a solutions-focused mindset.

In this role, you will:

  • Provide proactive, confidential, and high-level executive support to the CFO and CLC, including inbox and calendar management, meeting coordination, and stakeholder engagement.
  • Act as a gatekeeper and liaison, managing communications and ensuring timely follow-up on key priorities and deliverables.
  • Coordinate travel arrangements, including approvals, itineraries, and expense reconciliation.
  • Prepare, review, and manage executive-level documentation including board papers, legal reports and financial reports.
  • Responsible for maintaining company registers and managing ASIC filings.
  • Lead the coordination of leadership meetings, including agenda development, minutes and actions.
  • Assist in procurement processes including purchase orders, vendor engagement, and invoice tracking.
  • Drive continuous improvement in administrative processes and executive support practices.

What you'll bring:

  • Minimum 7+ years' experience in an Executive Assistant role, with proven success supporting C-suite executives in a complex, fast-paced environment.
  • Experience supporting multiple executives or dual functions (Finance and Legal experience highly regarded).
  • Exceptional organisational and time management skills, with the ability to manage multiple priorities and stakeholders with discretion and diplomacy.
  • Strong business acumen and the ability to understand and anticipate the needs of senior executives.
  • Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
  • High level of integrity, confidentiality, and professionalism.

Why Coates?

At Coates, we believe in empowering our people to thrive. You'll enjoy:

  • Career development and leadership pathways tailored to your ambitions.
  • Access to our employee benefits and wellbeing program.\
  • Purchased leave options and flexible work arrangements.
  • 12 weeks paid parental leave (in addition to government entitlements).\
  • Salary packaging and novated leasing options.
  • Opportunities to give back through the Coates Foundation and community volunteering.

We're proud of our inclusive culture and are committed to creating a workplace where everyone feels valued and supported. We actively encourage applications from people of all backgrounds, experiences, and perspectives.

Ready to elevate your career and make a real impact?

Apply today.

Coates. Equipped for you.

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