Executive PA

SUMMARY:
The Executive PA is a senior, trusted role within the Office of the CEO, providing high-level executive, governance and administrative support to the CEO, Executive Committee and Board-related forums. The role works closely with the CEO and the Company Secretary and is responsible for ensuring that executive priorities, meetings, governance processes and follow-up actions are managed with accuracy, discretion and urgency.
 
The role provides executive support within the Office of the CEO and requires someone who is comfortable operating at executive and board level, can manage highly confidential information and sensitive matters, and can act as a dependable extension of the CEO's office. The role also coordinates Board and Board Committee scheduling, aligning up to 13 executive and director diaries where required.
 
The Executive PA will also provide governance support to the Audit Committee and quarterly Board meetings, may support Remuneration Committee meetings when required, and will have a high level of financial trust and accountability, including authorised access to company funds, the CEO's bank card and a company card. The Office Manager will report to the Executive PA.

POSITION INFO:
Key responsibilities:
Executive office and diary management:

• Provide high-level executive support to the CEO and the Office of the CEO, supporting two senior executives: the Deputy CEO and the Chief Legal and Corporate Affairs Officer.
• Coordinate and manage executive diaries, ensuring the effective prioritisation of meetings, appointments and executive commitments.
• Coordinate the scheduling of Board and Board Committee meetings, which requires managing and aligning up to 13 executive and director diaries to secure suitable meeting dates and times.
• Act as a central coordination point between the CEO, Exco, the Company Secretary and key internal and external stakeholders.
• Anticipate scheduling conflicts, priorities and dependencies and proactively resolve them.
• Coordinate executive meetings, agendas, meeting logistics, documentation and follow-up requirements.
• Manage highly confidential executive information, correspondence and documentation with absolute discretion.

• Provide administrative and governance support for quarterly Board meetings and the Audit Committee.
• Coordinate the preparation, collation, quality checking and circulation of Board and committee packs.
• Work closely with the Company Secretary to ensure governance timelines, documentation and meeting requirements are met.
• Attend relevant executive, Board and committee meetings to take accurate, governance-quality minutes.
• Record decisions, actions, owners and deadlines and maintain clear action registers.
• Follow up proactively on outstanding actions and ensure matters are closed out within agreed timelines.
• Provide support to Remuneration Committee meetings when requested.
• Maintain accurate, confidential and audit-ready governance records.

• Operate confidently with Exco members, Board members and senior internal and external stakeholders.
• Serve as a trusted gatekeeper for the CEO, exercising sound judgement regarding priorities, access and sensitive matters.
• Coordinate information and inputs across executives to ensure deadlines, meeting requirements and governance commitments are met.
• Draft and coordinate executive correspondence, presentations, meeting material and other documentation where required.
• Maintain professional and responsive communication across the executive office.

• Handle authorised access to company funds, the CEO's bank card and a company card with the highest level of integrity, control and accountability.
• Process and reconcile authorised executive expenses, payments and related administration in line with company controls.
• Maintain accurate supporting records for expenditure and financial transactions handled through the Office of the CEO.
• Provide oversight and direction to the Office Manager, who reports to the Executive PA.
• Ensure the Office of the CEO operates efficiently, professionally and with appropriate administrative controls.

• Effective coordination and prioritisation of executive diaries and commitments.
• Accurate and timely preparation and circulation of Board and committee packs.
• High-quality, accurate minutes, decision records and action tracking.
• Timely follow-up and closure of Board, committee and Exco actions.
• Consistently high levels of confidentiality, discretion and executive trust.
• Accurate and accountable handling of company funds, cards and executive expenses.
• Efficient operation of the Office of the CEO and effective supervision of the Office Manager.

• Substantial experience as a senior Executive PA / Executive Assistant supporting a CEO, Exco and/or Board-level leadership.
• Demonstrated experience supporting formal executive, Board or governance committee meetings.
• Strong experience preparing Board or committee packs, taking formal minutes and tracking actions to completion.
• Experience managing multiple complex executive diaries and competing priorities.
• Proven ability to handle highly confidential, sensitive and financially accountable matters.
• Strong Microsoft Office skills, particularly Outlook, Word, PowerPoint and Excel.
• Experience supervising or coordinating office administration staff would be advantageous.
• Previous exposure to company secretarial, governance, audit or regulated corporate environments would be advantageous.

• Executive diary and workflow management.
• Board and committee pack coordination.
• Formal minute-taking, decision recording and action tracking.
• Governance and executive-office administration.
• Confidential document and information management.
• Executive correspondence and presentation support.
• Expense, payment and financial administration.

• Exceptional discretion, integrity and confidentiality.
• Executive presence and confidence at Board and Exco level.
• Strong judgement and ability to prioritise under pressure.
• Highly organised, proactive and detail-oriented.
• Clear, professional written and verbal communication.
• Strong follow-through and accountability.
• Ability to manage multiple senior stakeholders and competing priorities.
• Calm, dependable and solutions-focused.