Executive Assistant

Executive Assistant to the Chief Executive

Objective and Purpose of Position:

The Executive Assistant provides high-level executive, governance and administrative support to the Chief Executive within a dynamic and fast-paced environment.
  
This pivotal role serves as a trusted support partner to the Chief Executive, ensuring the effective coordination of executive priorities, governance activities and stakeholder engagement. The role requires exceptional organisational skills, sound judgement, discretion and professionalism, together with the ability to manage a diverse range of responsibilities and competing priorities with accuracy and efficiency.

Working closely with the Board, Councillors and Executive Team, the Executive Assistant also liaises professionally with government representatives, sponsors, service providers and other external stakeholders to support the effective operation of the Society and the delivery of key corporate and event activities.
  
As an integral member of the Showground team, the Executive Assistant contributes to the achievement of the Society’s operational objectives and promotes the Society as a respected not- for-profit organisation supporting primary industry in South Australia, together with its event, exhibition and caravan park operations.
  
Key Duties and Responsibilities:
Executive Support

• Provide high-level executive support to the Chief Executive, including complex diary management, meeting coordination and travel arrangements.
• Prepare, draft and coordinate correspondence, reports, presentations, briefing papers and other executive documentation.
• Coordinate internal and external meetings, including venue bookings, catering and associated logistics.
• Maintain confidentiality and exercise discretion in handling sensitive information and matters.
• Monitor and respond to enquiries from Councillors, stakeholders and key contacts.
• Provide administrative support to Executive Team members as required.

Governance and Committee Support

• Coordinate and administer governance meetings, including Board, Council, Executive Committee, Archives Committee and Show Society Foundation meetings.
• Prepare and distribute meeting notices, agendas, minutes and supporting documentation in a timely and professional manner.
• Support governance, constitutional and corporate compliance processes.
• Maintain corporate records, databases and administrative systems to ensure accuracy, confidentiality and compliance.
• Liaise professionally with Board members, Councillors and stakeholders on governance and organisational matters.

Stakeholder and Office Coordination

• Coordinate official functions, meetings and corporate events, ensuring a high standard of presentation and delivery.
• Respond to general enquiries and manage complaints not allocated to a specific business unit.
• Oversee general office management responsibilities, including meeting room coordination, hospitality supplies and function requirements.
• Process accounts and related administrative documentation.
• Manage corporate credit card reconciliation and finance system data entry.

Royal Show Responsibilities

• Coordinate invitation and ticketing processes for Royal Show functions and official events.
• Prepare guest lists, seating plans, place cards and name tags for official functions and hospitality areas.
• Liaise with internal departments and external providers regarding catering, technical requirements and event logistics.
• Administer Councillor privileges, including guest badges, honorary passes and meal cards.
• Coordinate complimentary passes and executive itineraries.
• Support procurement and coordination of beverages, catering and hospitality requirements during the Royal Show period.
• Provide administrative and event coordination support to Show sections as required, ensuring effective service delivery and cost management.

Skills, Experience and Qualifications 
The successful candidate will demonstrate:

• Relevant qualifications in Business Administration or equivalent experience in a senior executive support role.
• Demonstrated experience supporting senior executives within a complex and fast-paced environment.
• Strong understanding of governance processes, meeting procedures and corporate administration practices.
• Exceptional organisational and time management skills, with the ability to manage competing priorities and deadlines.
• Highly developed written and verbal communication skills.
• Strong interpersonal skills with the ability to build positive working relationships across diverse stakeholder groups.
• High level of professionalism, discretion and confidentiality.
• Proven analytical and problem-solving skills, with sound judgement and initiative.
• Advanced computer proficiency, including Microsoft Office Suite and relevant business systems.
• Experience with database and CRM management systems.

Personal Attributes
The successful candidate will be:

• Proactive and solutions-focused,
• Highly organised and detail-oriented,
• Adaptable and resilient,
• Collaborative and team-oriented,
• Capable of exercising diplomacy and professionalism in sensitive situations,
• Committed to delivering high-quality support and service outcomes.

Special Requirements

• Flexibility to work additional hours during peak operational periods, particularly throughout the Royal Show and major Society events.
• Occasional attendance at evening meetings and functions may be required.

Special Note:
The responsibilities outlined in this Position Description are intended to describe the general nature and level of work performed by the role. They are not intended to represent an exhaustive list of all duties, responsibilities or skills required. Duties may be varied from time to time to meet operational requirements of the Society.

Interested candidates are encouraged to apply. For any questions or a confidential discussion regarding the opportunity, please contact Erin Clarke at ***********@egmpartners.com.au