Executive Assistant

Inland Rail

Inland Rail is a once-in-a-generation project that will complete the backbone of Australia’s freight rail network. It will enhance supply chains by providing a transit time of 24 hours or less for freight trains between Melbourne and Brisbane. Inland Rail will connect regional Victoria, New South Wales, and Queensland to markets more efficiently, drive substantial cost savings for producers and consumers, and deliver significant economic benefits. Inland Rail is the largest freight rail infrastructure project in Australia and one of the most significant infrastructure projects in the world.

About the opportunity

Inland Rail is seeking a seasoned Executive Assistant to provide proficient administrative support to Inland Rail’s General Counsel, Company Secretary, and their leadership team, ensuring timeliness, accuracy, and confidentiality. This role involves delivering project support as needed to facilitate the smooth operation of day-to-day team activities.

Key responsibilities will include but are not limited to:

  • Foster relationship and acting as the point of contact between the General Counsel & Company Secretary and internal colleagues/external stakeholders.
  • End-to-end planning and execution of all aspects of Board and Board Committee meetings including high level correspondence and meeting calendar coordination with Directors and the Executive team.
  • Support the timely and accurate production of Board and Board Committee meeting materials including quality proof reading of papers.
  • Responsible to produce materials on, and the management of, Inland Rail’s Board Portal (Diligent).
  • Attend Board and / or Board Committee meetings when required to coordinate meeting activities, take notes, and assist with drafting or reviewing of meeting minutes.
  • Assist with developing and maintaining policies, procedures, and other required documentation.
  • Ensure that all Company Secretariat records, statutory and other registers and corporate files are accurately maintained, and Board and Board Committee meeting records are accurately stored.
  • Manage competing priorities, delegating General Counsel & Company Secretary commitments where necessary whilst providing consistently high levels of support, meeting deadlines, and acting with discretion and maintaining confidentiality.
  • Prepare and distribute correspondence, agendas, minutes, presentations, and reports as required by and on behalf of the General Counsel & Company Secretary ensuring accuracy and efficiency to assist in the delivery and dissemination of information both internally and externally. 

About You

 The successful candidate will demonstrate the ability to foster relationships with key internal and external stakeholders. You will need to possess exceptional written and oral skills are essential for effective interaction with internal and external stakeholders, contractors, shareholders, and senior executives. The incumbent will need to take initiative to make decisions and complete tasks with minimal guidance.

  • Success in a similar Executive Assistant role in a large organisation.
  • Exceptional judgement, integrity, and professionalism to discuss, resolve and disseminate information.
  • Excellent written and verbal communication skills.
  • Attention to detail.
  • Effective stakeholder engagement and influencing skills.
  • Ability to identify, prioritise and action problems while being aware of delegated authority.
  • Highly effective time management and organisational skills.
  • Ability to prepare and format documents using the Microsoft Office suite.
  • Self-starter with ability to use own initiative.

Desirable Selection Criteria:

  • Certificate/ Diploma in Administration or related.
  • Ability to problem solve and present solutions.
  • Experience working in a Government Business Enterprise or Government Owned Corporation.
  • Experience at senior leadership level producing and collating briefing papers, governance, and executive support.

What you’ll be joining

  • You will join one of the largest infrastructure programs in Australia.
  • This project will generate thousands of jobs and billions of dollars in local investment, boosting regional economies and communities right along the alignment.
  • Inland Rail is proud to have over 40% female representation and we would like to see these numbers grow.
  • Inland Rail is an Agile working environment in our State-of-the Art office embracing flexible working conditions.
  • Inland Rail adopted a collaborative approach to the delivery of the project, leading all parties involved to work toward the same goal. This fosters the displayed behaviours of Respect, Honesty, Integrity and Reliability.

Our Organisation and Culture

Inland Rail is an equal opportunity employer. Inland Rail will transform how we move goods around Australia – better connecting producers to markets and creating new opportunities for businesses, industries and regional community. The values that drive us and the work we deliver in the program incorporate Future Thinking, Active Engagement, No Harm and Results. We welcome like-minded individuals who value our culture.

At Inland Rail, we celebrate, support, and thrive on attracting people from all horizons and walks of life for the benefit of our employees, our program, and our community. Inland Rail is proud to be an equal opportunity and an affirmative action employer. We encourage Aboriginal and Torres Strait Islander candidates to submit their details to us.

All employment is decided based on suitability to the role, cultural fit, merit, and business needs.

Apply Now

If this opportunity sounds like the challenge you have been looking for please apply online today.

As part of the application process, you will be required to undergo pre-employment criminal history, reference and medical checks, including drug and alcohol testing. Inland Rail is a drug and alcohol-free working environment.

Applications close: Sunday 14th July 2024.

Please note that applications are reviewed from point of advertising so don’t delay your application.

Date posted: May 7, 2024
Closing date: July 15, 2024

Sydney Permanent - Full-time
Apply now