Executive Assistant – CEO
Critical role supporting the CEO in a values‐driven organisation committed to safety & innovation.
Full‐time onsite. Competitive benefits available. Proactive and purposeful, with strong follow‐through and a high level of care.
About the company
Newcastle Coal Infrastructure Group (NCIG) plays a vital role in supporting the Hunter region's economy and energy supply chain. With a focus on safety, integrity and continuous improvement, NCIG offers a collaborative and professional working environment where people are supported to do their best work.
About the opportunity
Step into a key support role as Executive Assistant to the CEO, providing high‐level, trusted support to the CEO and Executive Leadership Team. This role is central to keeping operations running smoothly, ensuring executives are well prepared, and delivering consistent, purposeful support across the business. The role is broad and hands‐on, spanning executive support, office coordination, events and stakeholder interaction. You'll build strong relationships and maintain a high standard of professionalism.
Key responsibilities
* Provide proactive executive support to the CEO, including diary, meeting coordination and travel management
* Prepare agendas, pre‐reads, board papers and presentations for the Executive Leadership Team
* Manage document control systems, ensuring information is accurate, accessible and formatted correctly
* Track and progress action items from executive meetings, anticipating executives' needs and offering appropriate support
* Coordinate Board and Committee meeting logistics, including agendas, materials and administration via Diligent
* Support internal communications, policies and business documentation
* Oversee day‐to‐day office operations, including supplies, systems and general coordination
* Support and mentor reception staff, ensuring a professional front‐of‐house experience
* Coordinate meetings, training sessions and corporate events end‐to‐end
* Act as key point of contact for internal and external stakeholders
About you
The ideal candidate is an experienced Executive Assistant who thrives in a partnership role, supporting executives by anticipating their needs and providing thoughtful, timely support. Highly organised, proactive, a strong troubleshooter, and known for staying one step ahead.
Strong attention to detail, sound judgement and a genuine care factor to ensure executives are consistently well prepared.
* Experience supporting senior executives in a complex corporate environment
* Strong organisational skills and ability to manage competing priorities
* High attention to detail and a proactive approach
* Strong IT capability, including troubleshooting
* Confidence working with stakeholders at all levels
* Advanced skills across Microsoft Office and document management systems
* Discretion and professionalism when handling confidential information
Why Join Newcastle Coal Infrastructure Group?
* Key role partnering closely with senior leadership at the centre of the business
* Supportive, professional environment with a strong focus on collaboration and people
* Opportunity to make a meaningful impact through high‐level executive support
* Work with an organisation that values safety, innovation and people
* Competitive remuneration and benefits
Equal Opportunity Employer
At peoplefusion we celebrate diversity and inclusion, welcoming applications from people from all backgrounds. We strive for equal opportunity regardless of race, gender, sexual orientation, gender identity or expression, lifestyle, age, religion or physical ability.
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