Executive Assistant to GGM - Australian Trade Industry

The Executive Assistant provides high-trust, proactive support to the Group General Manager and, where required, limited support to the broader Executive Team. This is a leverage role. Its purpose is to protect the GGM's time and attention, maintain a disciplined meeting and reporting cadence, and keep key administrative workflows moving so leadership can focus on decisions, performance, and strategic execution.

This is not a passive admin position. The EA is expected to exercise judgement, operate with minimal supervision, and take ownership of the systems and rhythms that keep the executive function running.

Key Responsibilities

• Own the GGM inbox end-to-end: triage, categorise, draft responses, and ensure nothing important is missed.
• Maintain a consistent folder/label system, escalation rules, and regular inbox hygiene.
• Provide concise summaries to the GGM and escalate urgent matters quickly and clearly.
• Maintain and improve response templates and routing rules so the GGM's inbox time is spent on decisions, not triage.

• Own the GGM calendar: schedule recurring meetings, manage competing priorities, confirm attendance, and ensure meeting readiness.
• Coordinate materials distribution, video conferencing links, and logistics for all leadership sessions.
• Proactively flag scheduling conflicts and resolve with minimal GGM involvement.
• Manage domestic travel bookings for the GGM including flights, accommodation, and ground transport, ensuring itineraries are practical and well-organised.
• Maintain a forward-looking view of the GGM's schedule across all six depot locations to anticipate travel and coordination needs.

• Drive the monthly Executive Review process from start to finish: timelines, agenda pack compilation, and pre-read distribution.
• Coordinate pre-work collection from functional leaders (Finance, Operations, Sales & Marketing, HR), ensuring quality and timeliness.
• Capture decisions, produce minutes, and maintain the Action Register so accountability is clear and measurable.

• Produce crisp minutes focused on decisions, actions, owners, and due dates. Distributed within 1 business day of each meeting.
• Maintain an up-to-date Action Register and send reminders ahead of due dates.
• Escalate overdue items appropriately and keep the GGM informed on follow-through quality across the team.

• Work directly with the GGM to design and build the group's executive reporting suite from the ground up. Most reports do not currently exist and will need to be developed.
• Build and maintain reports covering key business metrics and KPIs across the group's six depot locations, drawing on inputs from Finance, Operations, Sales & Marketing, and HR.
• Coordinate ongoing input collection from functional leaders, ensuring reports are accurate, timely, and easy to consume.
• Support the development of NHC's meeting cadence and reporting rhythms, many of which are being established for the first time. The EA will play an active role in shaping these, not just maintaining them.
• Ensure all executive outputs are stored as a source of truth with clear version control.

• Maintain clean, consistent document storage across NHC's current platforms, including Notion and OneDrive, aligned to the governance architecture: correct location, accurate metadata, no duplicates.
• Own the OneDrive file structure across the group: establish and maintain logical folder hierarchies, enforce naming conventions, and ensure documents are easy to locate and version-controlled.
• Assist with change logs, versioning, review dates, and cross-linking between policies, SOPs, and role documentation.
• Proficiency with Microsoft 365 tools (Word, Excel, SharePoint) is essential. Familiarity with Notion is advantageous.

• Handle confidential admin tasks, coordination with external stakeholders, and ad-hoc executive requests with discretion and high judgement.
• Support the broader Executive Team on an as-required basis within agreed scope.