Executive Assistant - Chief Commercial Officer in Melbourne

Executive Assistant – Chief Commercial Officer (CCO)

Reporting to: Chief Commercial Officer (CCO)

Purpose

To provide high-level executive administrative support to the Chief Commercial Officer, while delivering initiative-taking project coordination and operational support across the CCO portfolio. The role ensures seamless day-to-day operations, effective governance, and a consistent operational rhythm that enables the CCO and leadership team to perform at their best.

Stakeholders

Internal:

C‑Suite, Executive General Managers, Department Heads & Managers and the wider VRC Team.

External:

Suppliers, Vendors, Stakeholders, Partners, Sponsors, Members and Guests, and the wider industry networks and associations.

Focus

Executive Administrative Support & Team Coordination

• Proactively manage the CCO’s diary, scheduling, and priorities to optimise time and focus.
• Monitor, prioritise, and manage incoming correspondence (email and written), ensuring timely responses and follow-up.
• Maintain operational rhythm and cadence across departments, including end-to-end coordination of:
  • Team meetings
  • Monthly Business Reviews
  • Team engagement activities
• Executive and departmental events as required
• Prepare the daily CCO run sheet, including meeting agendas, briefing notes, and supporting documentation.
• Provide ad-hoc administrative support to the General Managers’ leadership teams as required.
• Prepare agendas, briefing papers, and presentation materials, and manage timely pre-reading distribution.
• Coordinate business-wide travel, reconcile expenses, and administer business accounts (e.g. Uber for Business, Linkt).
• Support purchase order processing and payroll approval workflows.
• Facilitate effective engagement between the CCO, the Board, internal stakeholders, and external partners.

Reporting, Governance & Business Correspondence

• Coordinate, compile, refine, and format business reporting, including:
  • Monthly CEO Report
  • Monthly Business Review pre-reading packs
  • Executive Team preparation materials supporting the CCO
• Review and refine written correspondence to a high standard prior to CCO review and sign-off.
• Support Leadership Team obligations by ensuring all materials are accurate, clear, and professionally presented.
• Administer quarterly CCO-related sub-committees, including:
  • Agenda preparation
  • Distribution of committee papers
  • Minute-taking and action tracking
  • Follow-up and execution of action items
• Collate insights and reporting aligned to strategic priorities within the CCO portfolio.
• Draft and distribute executive communications, project updates, and briefing notes.
• Liaise with internal departments to gather inputs and ensure timely and accurate information flow.Build strong, trusted relationships with stakeholders to enable effective collaboration and decision-making.

Project Coordination

• Assist with the planning, organisation, and monitoring of key organisational projects aligned to strategic priorities as required.
• Track milestones, deliverables, timelines, and dependencies, escalating risks or delays where required.
• Coordinate project meetings, workshops, and stakeholder engagement activities.Maintain project documentation, including action registers, status reports, and communication plans.
• Support cross-functional teams to ensure alignment and on-time delivery of agreed outcomes.

Success Measures (KPIs)

• Seamless, well-managed operation of the Office of the Chief Commercial Officer.
• Consistent and embedded operational rhythm and cadence across the CCO portfolio.
• High-quality board and sub-committee governance, documentation, and follow-up.

Core Capabilities

• Minimum of 5 years’ proven experience as an Executive Assistant or in a similar senior support role to executive leadership.
• Demonstrated experience in project coordination, including tracking deliverables and managing timelines.Strong organisational capability with a proven ability to manage competing priorities.
• Exceptional written and verbal communication skills.
• High level of discretion, integrity, and professionalism.
• Essential experience coordinating sub-committees, including agendas, papers, minutes, and actions.
• Strong digital fluency and the ability to leverage systems and tools to improve efficiency.
• Outstanding PowerPoint and presentation development skills.
• Contributes to a positive, respectful, and inclusive team environment, supporting open communication and collaboration.
• Manages workload effectively while maintaining high standards and personal wellbeing.
• Contribute to a positive and respectful team environment that values open communication, creative collaboration, and mutual support.
• Manage workload effectively, with guidance from leaders, to maintain a healthy balance between high-quality creative output and personal wellbeing.
• Support an inclusive workplace where diverse perspectives are valued, and feedback is encouraged, constructive, and solution focused.

Values

Think VRC: We deliver with one purpose and plan. We’re one VRC team.

Create Joy: We design every experience, for our members, customers and each other, to create joy.

Be Gutsy: We are grounded in our heritage; we’re brave and curious in our pursuit of a bigger future.

F-Learn: We fail but learn, treating setbacks as opportunities for growth.

Care Deeply: We genuinely care about each other: our people, our members, are customers and our community.

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