Executive Assistant

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:

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

This role involves working under the guidance of Senior Management to ensure they are supported with strategic initiatives and operational management requirements. Key accountabilities and types of activities include:

• Build and maintain professional, trust-based relationships with clients and stakeholders on behalf of the Directors.
• Ensure Directors are kept informed of client communications and issues in a timely manner.
• Assist in preparing client updates, reports, and proposals as required.
• Support Directors with strategic initiatives and operational management.
• Coordinate Board and Senior Management meetings, including agenda preparation and minute-taking.
• Assist with project reporting, stakeholder communication, and administrative follow-up.
• Manage sensitive information, contracts, and records with strict confidentiality.
• Work is to be carried out in accordance with the Empire Quality Management System and the project specific requirements as described in the relevant Project Plan.
• Prepare for and participate in Project Audits as required.
• Ensure all communications and documents reflect the company’s professional standards.
• Actively identify improvements in administrative processes and implement efficiencies.

Skills & Requirements

• Develop a deep understanding of the Directors’ priorities, working styles, and communication preferences.
• Gain familiarity with the company’s systems, processes, and governance structures.
• 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.
• Demonstrate behavior consistent with Empire’ values and policies.
• Ability to form & foster collaborative relationships within the business and externally.
• Demonstrate commitment to personal and professional development.
• Strong organisational skills, ability to multi-task and a self-starter.
• Strong communication and presentation skills, both written and verbal.
• Continually looking to improve project delivery through challenging and improving documents, structures and processes.
• Maintain high work standards, minimise errors and maintain attention to detail.
• Work co-operatively, positively and collaboratively respecting others’ opinions with a focus on directing the team to achieve project objectives.
• Ability to work under pressure and to perform steadily during peak work load.
• Ability to delegate tasks appropriate to the skills of nominated staff.
• Ability to impart skills and train others.
• 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 an understanding of the Empire policies, Quality Management System and relevant company procedures
• Develop personal project management skills both soft and technical to enable innovations to be developed and implemented on projects
• Provide assistance to the Manager in the development of the Project Management Team.