Executive Assistant to CEO

Position overview

The Executive Assistant is responsible for the effective management and coordination of the Office of the CEO. This role requires a high level of professionalism, initiative, and judgment in providing support to the CEO across a broad range of complex matters.  

Working closely with the CEO and the Senior Executive Group, the Executive Assistant will anticipate the needs of the CEO and ensure the smooth and efficient operation of the Office of the CEO, contributing to the overall effectiveness of the company. 

Position context

The Australian Council for Educational Research is a national, independent, not-for-profit educational research and development organisation with a proud history of rigorous research, resource development, and research-based advice to governments and education authorities globally.  

Our mission is to create and promote research-based knowledge, products and services to improve learning across the lifespan. We pursue this mission through collaborative research projects; national, regional and global assessment programs; education system reviews and evaluation studies; and the provisipon of high-quality, evidence-informed professional resources for practitioners.  

ACER has approximately 460 staff working across Melbourne, Sydney, Brisbane, Perth, Adelaide with a strong global presence in Malaysia, UAE, UK and India.    

The Executive Assistant provides confidential high-level administrative and logistic support to the CEO including managing complex communications, coordinating calendars and travel arrangements, overseeing daily office operations, and handling financial administration. Acting as a liaison between the CEO and both internal and external stakeholders, the Executive Assistant will ensure clear, timely and professional communication is maintained at all times.  

Job responsibilities

Executive Support   

• Provide quality and timely administrative support to the CEO to ensure the seamless day-to-day operations of the Office of the CEO.   
• Maintain the CEO’s diary and coordinate appointments, speaking engagements, meetings and travel arrangements (both interstate and international) including preparing itineraries. 
• Monitor correspondence and emails addressed to the CEO, ensuring timely redirection for appropriate action, coordinating the preparation of responses, and tracking follow-up activities through to completion. 
• Provide high-level secretarial support to the CEO through advanced word processing skills, including proofreading, formatting, and editing of documents to ensure clarity, consistency and integrity. This includes preparation of high-quality reports, presentations, and correspondence on behalf of the CEO. 
• Act as the first point of contact with external stakeholders, including non-government organisations and other agencies. 
• Implement an effective calendar and filing system, ensuring the CEO’s competing demands are effectively managed. 
• Support the management and reconciliation of the CEO’s expense documentation and corporate credit card transactions. 
• Monitor the CEO’s schedule and coordinate the timely provision of information and materials required by the CEO prior to scheduled appointments and meetings. 
• Identify and prioritise matters for the CEO’s attention to ensure the smooth flow of information and timely review of business-critical issues. 
• Use discretion in the CEO’s absence to refer urgent matters to relevant senior staff and inform the CEO of important developments. 

Additional responsibilities

Communication and Events  

• Maintain effective working relationships with other members of the Senior Executive Group and Senior Administrative staff to facilitate information exchange, to promote divisions cross collaboration and to ensure alignment and timely execution of organisational priorities. 
• Support the communication function by maintaining a high level of awareness of matters coming into and out of the CEO’s office and effectively respond to enquiries exercising sound judgement.  
• Work collaboratively with the Marketing, Communications and Media and the People, Culture and Business Services Divisions to assist in planning major organisational and corporate events. 

Meetings Coordination  

• Prepare and maintain an annual meeting schedule for ACER. 
• Coordinate all logistical aspects of Senior Executive Group meetings, Board meetings, and other engagements involving the CEO, including accommodation, catering, location bookings, and other administrative requirements. 
• Prepare, record and distribute agendas, meeting papers, reports and minutes for ad-hoc meetings attended by the CEO.  
• Attend other meetings at the request of the Chief Executive Officer, accurately recording and distributing meeting minutes, and ensure timely follow-up on action items arising from those meetings. 
• Work closely with the Company Secretary to coordinate the preparation of Board meeting agendas, papers and minutes, including coordinating printing, binding and distributing of papers to members. 
• Produce high-quality reports, summaries or other documentation for the use of the CEO, Board and Senior Executive Group.  

Other Duties  

• Handle confidential information and correspondence in a sensitive manner. 
• Undertake additional responsibilities as delegated by the CEO, aligned with the scope and level of the position.

Organisational accountabilities

• Proactively work towards achieving individual, team and organisational objectives while demonstrating ACER’s leadership behaviours:
  • Developing Self – involves self-management, self-reflection and self-improvement
  • Embracing Change – being open to change and leading change when appropriate
  • Pursuing Excellence – ongoing search for new and better ways of working
  • Setting Directions – strategic thinking and planning for the future
  • Supporting Colleagues – supporting and contributing to the development of others
  • Working Collaboratively – building highly effective internal and external relationships

• Actively work to create an equitable, fair and harmonious work environment which is free from harassment, bullying and discrimination by demonstrating respectful and courteous behaviour towards others
• Proactively foster an inclusive and diverse work environment which encourages and respects different experiences and perspectives, and values diversity of thought
• Comply with all occupational health and safety requirements, including following safe work practices for self and others
• Comply with all information security requirements, including completing regular security training and abiding by the standards and procedures laid out in ACER’s Information Security Management System
• Work in accordance with ACER’s policies and procedures

Education

Tertiary qualification in business administration or relevant field or extensive (5+ years) experience operating as an Executive Assistant at a senior level.

Skills, knowledge and experience

Essential  

• Proven customer-focused and executive administration experience.  
• Outstanding organisational and time management skills and the ability to manage multiple priorities and deadlines with a high degree of independence. 
• Excellent written and verbal communication skills, with exceptional attention to detail. 
• Demonstrated ability to anticipate needs, proactively identify challenges and offer solutions. 
• Advanced proficiency in the use of Microsoft Office Suite and other business tools. 
• Strong interpersonal skills, tact and sound judgement together a high level of discretion in handling sensitive information. 
• Proven ability to liaise effectively with key internal and external stakeholders and build positive relationships across all levels of the organisation. 
• High standards of word processing with rigorous proof-reading and checking of documents. 
• Strong understanding of business systems and administrative process together with a true committed to continuous improvement and willingness to try new approaches.