Executive Assistant

ELMO•Spring Hill, FL

About The Position

The Executive Assistant provides high-level executive administrative and operational support to senior leaders and departments at Brisbane Grammar School. The role reports to and directly supports the CFO and Secretary to the Board of Trustees, while also supporting the Senior Deputy Headmaster’s office. It is a central coordination point for senior leaders, staff, students, parents and external stakeholders, helping ensure effective communication, compliance, service delivery and event management across academic, wellbeing, pastoral and boarding operations. The role requires autonomy, initiative, discretion, professionalism and sound judgement, including when handling highly sensitive information and working with minimal supervision. The position provides executive and administrative assistance, including preparing correspondence, reports, presentations, agendas and minutes; managing calendars, meetings and shared inboxes; and maintaining document and student management systems. Board and governance support includes coordinating meeting schedules and arrangements, preparing and quality-checking meeting papers, maintaining secure document access and governance records, monitoring actions, and liaising with the Chair, Trustees and external advisers while respecting the formal accountabilities of governance roles. The Executive Assistant also drafts and publishes communications, supports digital platforms, maintains student records and supports reporting and compliance requirements. The role liaises with families, students and staff, coordinates appointments and supports specific student needs and groups. It plans and delivers school events, manages event logistics and finances, and handles purchasing, budgets, credit card reconciliations, travel and professional development bookings, supplies and reception support. Attendance at after-hours events and variable hours to meet Board and Committee needs are required; TOIL is available to manage overall workload.

Requirements

Demonstrated success in a senior executive assistant role.
Prior experience assisting a Company Secretary.
Availability to work variable hours set by the CFO/Secretary to serve the needs of the Board of Trustees and its Committees; TOIL is available to manage overall workload.
Eligibility for a Blue Card.
Exceptional organisational and communication skills.
High discretion and confidentiality.
Strong stakeholder engagement skills.
Ability to manage competing priorities.
Advanced Microsoft Word, Excel, PowerPoint, Outlook and Teams skills.
Experience with systems relevant to schools.
Experience with digital publishing and content platforms.
Professional, reliable and proactive, with high attention to detail.
Adaptable, resilient, service-oriented and collaborative.
Commitment to child safeguarding, School values and governance requirements.

Nice To Haves

Experience in an ASX-listed corporate office or statutory body environment is highly regarded.
Appetite for using AI to create and sustain process efficiency.

Responsibilities

Report to and provide direct support to the CFO and Secretary to the Board of Trustees.
Support the Senior Deputy Headmaster’s office and provide executive assistance to senior leaders and departments or faculties.
Act as the first point of contact for the relevant executive and department or faculty.
Prepare correspondence, reports, presentations, agendas and minutes.
Manage calendars, meetings and shared inboxes; maintain document and student management systems.
Support the Board of Trustees and its Committees as allocated, maintaining schedules of meetings, reporting deadlines and governance activities.
Coordinate Board and Committee meeting dates, attendance, venues, technology and other arrangements; liaise with the Chair, Trustees and external advisers.
Coordinate the preparation, quality review, approval and distribution of agendas and meeting papers, and check papers for completeness, consistency, presentation and compliance with timeframes.
Maintain secure access to Board and Committee documents and maintain governance registers and records as directed.
Monitor agreed actions and follow up with responsible employees before due dates.
Maintain appropriate separation between administrative support and the formal accountabilities of the Board, Chair, Secretary to the Board and senior leaders.
Draft, review and publish communications in line with School style guides; coordinate communications and documents as required.
Liaise with Marketing, EdTech and leadership teams; maintain Microsoft Teams posts, portals and digital signage as required.
Maintain relevant student records, support mandatory reporting, liaise with external agencies and ensure compliance with legislative and School requirements.
Liaise with families, students and staff; coordinate appointments and support specific student needs and groups as required.
Plan and deliver assemblies, ceremonies and school events; manage invitations, RSVPs, ticketing, contracts and budgets.
Attend after-hours events as required.
Manage purchasing, budgets and credit card reconciliations; coordinate travel and professional development bookings; maintain stationery and resource supplies.
Provide reception and front-facing support when required.
Perform other reasonable duties as directed by the direct line manager.
Uphold a commitment to child safeguarding, School values and governance requirements.