Executive Assistant to CEO and CFO

About the Role

We are seeking a senior Executive Assistant to provide dedicated support to the CEO / Managing Director and Chief Financial Officer at a leading ASX-listed technology and life sciences company. This full-time, permanent position is based at the Eight Mile Plains Technology Park in Brisbane, Queensland. The role requires operating within a fast-paced, confidential environment, offering executive, Board, and governance support for a dynamic and expanding organisation.

Key Responsibilities

• Offer comprehensive executive assistance to the CEO / Managing Director and CFO.
• Manage complicated diaries, meetings, and priorities efficiently amid competing demands.
• Organise Board meetings, investor interactions, and executive engagements.
• Ensure the executives are well-prepared with all necessary documents, agendas, and pre-reading materials.
• Proactively anticipate executive needs and oversee priority management and follow-ups.
• Prepare and coordinate Board and Committee papers, agendas, and minutes with accuracy and confidentiality.
• Support corporate governance activities in collaboration with the CFO and Company Secretary.
• Handle logistics and documentation for Board meetings, ensuring thorough follow-up.
• Assist with compliance activities related to the ASX listing and investor relations.
• Draft, edit, and polish executive correspondence, reports, briefing notes, and presentations suitable for Board and investor use.
• Collate and coordinate relevant information from diverse stakeholders to produce professional executive materials.
• Arrange complex travel plans, including domestic and international itineraries, visas, and related logistics.
• Prepare briefing packs and travel documents for executives and manage last-minute itinerary changes smoothly.
• Support investor roadshows, conferences, and various executive events.
• Serve as the primary contact point liaising professionally with Board members, executives, investors, regulators, and external advisors, acting as a trusted gatekeeper for the CEO’s office.
• Manage expenses, invoices, and reconciliations; assist in ad hoc executive projects and provide backup support to the broader executive team.
• Take full ownership of delegated tasks and ensure their completion in a timely manner.

Candidate Profile

• Proven track record supporting C-suite executives or senior leadership roles in corporate settings.
• Familiarity with Board and corporate governance procedures.
• Experience working within ASX-listed companies or in professional services, Big 4 firms, legal, mining, energy, or comparable industries.
• Advanced skills with Microsoft Office / Microsoft 365 applications, including Word, PowerPoint, Outlook, Teams, and Excel.
• Exceptional written communication capabilities and high standards in document preparation.
• Demonstrated discretion and ability to handle sensitive and confidential information with integrity.
• Excellent organisational aptitude and meticulous attention to detail.
• Proven ability to manage conflicting priorities and meet shifting deadlines effectively.
• Experience coordinating complex travel arrangements domestically and internationally.
• Confidence and professionalism in engaging with senior-level executives, Board members, and other key stakeholders.
• Exposure to investor relations or corporate communications is a distinct advantage.

Key Competencies

• Discretion & Integrity: Handles confidential information with maturity and sound judgement.
• Proactivity: Anticipates needs and acts decisively without needing instruction.
• Attention to Detail: Produces accurate, high-quality executive and governance documents.
• Communication: Exhibits strong verbal and written communication able to engage senior stakeholders confidently.
• Adaptability: Stays organised and calm while managing shifting priorities and deadlines.
• Stakeholder Engagement: Builds trustworthy relationships with senior internal and external parties.
• Technological Proficiency: Skilled with Microsoft 365 and adept at using multiple systems and platforms.

Why Join Us?

This role offers a unique opportunity to contribute significantly within a thriving ASX-listed technology and life sciences enterprise. Positioned at the heart of executive support and governance, you will work closely with top leadership and the Board, influencing key initiatives and operations. We welcome experienced Executive Assistants seeking a senior, high-impact position where professionalism and judgement are highly regarded.