Executive Assistant

Queensland Symphony Orchestra is seeking an Executive Assistant to provide support to our CEO, Board and Senior Leadership Team. The Executive Assistant also assists with protocol in relation to concert invitations and briefings.

About the job

Our long serving Executive Assistant is retiring after 14 years with us! This role provides administrative support to the CEO, Senior Leadership Team (SLT) and the Board. Managing office requirements and the protocol involving our relationships with VIP's and government funders, are also part of the role.

You will form part of a small but passionate team supporting some of the most talented artists in the country. We care deeply about collaboration, integrity and impact, and we take pride in playing our part.

What you will do:

• Provide timely, effective diary management by prioritising and organising meetings with internal and external stakeholders in consultation with the CEO, and resolve conflicting demands upon the CEO’s time 
• Provide a full range of administrative support services to the CEO, including filing and records management, maintenance of registers and routine databases, coordination of travel and accommodation arrangements
• Ensure all outgoing correspondence, reports, submissions and briefings submitted to the CEO conform to standard presentation, style, format and content protocols
• Act as the CEO’s first point of contact with external stakeholders including government, non-government organisations and other agencies, and screen all incoming calls to the CEO, redirecting as necessary to appropriate people
• Coordinate SLT meetings including agendas, minutes, and follow up on action items
• Support SLT members with formatting and finalising presentations, board papers or briefing notes
• Maintain a central contract register in consultation with the CFO and other SLT members, ensuring all significant contracts and milestones are recorded, accessible and notified for action
• Arrange catering for functions when requested
• Compilation and distribution of monthly Board papers in consultation with the CEO and CFO/Company Secretary. Take accurate minutes and coordinate the circulation and follow up of action items.
• Office management including coordination of team and company meetings and managing office equipment and liaison with our ABC facilities staff.
• Support the issuing of invitations to VIP's and attending concerts and functions to assist with FOH greeting and tickets.       

What we are looking for:

• Experience in providing office and secretarial support at a senior level

• Highly organised and able to work to schedules and manage conflicting deadlines

• Ability to work independently and use initiative

• High level of attention to detail

• Well-developed computer literacy skills

• Ability to maintain a high degree of discretion and exercise sound judgement and problem-solving ability in dealing with sensitive and confidential matters

• Understanding of government relations including protocols for high level government stakeholder

• Ability to compile high-level reports for both internal and external purposes

• Strong collaboration skills for working with colleagues within the Orchestra and external stakeholders

• Well-developed written and verbal communication skills

• Ability to communicate courteously, confidentially and effectively with people at all levels of the organisation and with our customers and stakeholders

• Other duties as per the full Position Description

Desired criteria:

• Experience working in the Arts industry with knowledge of the not-for-profit sector is desirable

• Ability to contribute ideas for the improvement of work processes and the work environment

The Offer

• The opportunity to join an accomplished organisation in the not-for-profit sector and contribute to the performing arts in Queensland from behind the scenes.

• A professional and collaborative team environment, passionate about music and sharing music with all of Queensland.

Please apply via the SEEK website by Sunday 22nd June 2025. Applications should include:

• An up to date CV (including contact details for two references).

• A brief cover letter outlining your interest in the opportunity.

Applications will be considered as they are received, and applicants may be contacted or interviewed prior to the advertised closing date.

Queensland Symphony Orchestra is an equal opportunity employer, committed to a workplace that values the diversity of its employees and their backgrounds, and the contribution all people can make to a successful organisation. We encourage applications from Aboriginal and Torres Strait Islander candidates and have a commitment to reconciliation and cultural safety in our workplace. We offer workplace flexibility, health and wellbeing programs and an Employee Assistance Program for our employees.