Executive Support Officer

About the Role

We are seeking a highly organised and professional Executive Support Officer to join the Office of the CEO. Reporting to the Executive Officer to the CEO and Board, this role provides high‑level administrative, governance and coordination support across the Office of the CEO and Board, as well as support for racing industry stakeholder engagement activities.

The Executive Support Officer plays a critical role in enabling effective executive and Board operations, supporting governance processes, coordinating meetings and events, and managing confidential and high‑impact information. This role is well-suited to a proactive administrator who thrives in a fast‑paced environment, exercises sound judgement, and brings a strong service mindset.

Key responsibilities include:

• Providing high‑level administrative, executive and governance support to the Executive Officer, CEO and Board, including end‑to‑end coordination of Board, Executive and Sub‑Committee meetings (agendas, papers, minutes, action tracking and registers).
• Supporting continuity of operations within the Office of the CEO by providing administrative coverage during peak periods or planned absences.
• Coordinating calendars, travel, expense claims and logistics for Executives, Board members and key stakeholders.
• Supporting racing industry engagement activities, including coordination of consultation meetings, industry outreach sessions and stakeholder communications.
• Providing administrative support to internal committees, including meeting coordination, documentation and follow‑up actions.
• Undertaking financial and procurement administration, including purchase orders, invoice processing, reconciliations and budget tracking, in line with internal policies.
• Managing sensitive and confidential information with discretion, professionalism and strict adherence to governance requirements.

About You

You are a capable and detail‑oriented administrative professional who brings a high level of professionalism, discretion and organisational skill. You enjoy supporting senior leaders, managing competing priorities, and contributing to efficient and well‑governed organisational processes.

To be successful in this role, you will demonstrate:

• 3 – 5 years of demonstrated experience providing high‑level administrative or executive support, ideally within a regulated or governance‑focused environment.
• Exposure to Board, Executive or committee processes, with experience using electronic board management systems (such as Diligent) desirable.
• Strong organisational skills, with the ability to manage multiple priorities, deadlines and stakeholders.
• Well‑developed written and verbal communication skills, with attention to accuracy and professionalism.
• Experience in financial and procurement administration, including invoicing, reconciliations and budget support.
• High levels of integrity, discretion and judgement when handling confidential information.
• Proficiency in Microsoft Office applications, including Outlook, Word, Excel, PowerPoint and SharePoint.

Why Join Us?

At RWWA, you will be part of a purpose-driven organisation that is committed to making a positive impact on the community, industry, and our people.

We offer:

• Flexibility that works for you – hybrid arrangements that combine working from home with the benefits of our modern office.
• Investment in your growth – access to dedicated learning budgets and professional development support.
• A modern, people-first workplace – enjoy state-of-the-art facilities, wellness spaces, free parking, and secure end-of-trip amenities.
• Recognition that matters – competitive remuneration, employee benefits, and reward programs aligned to our RACE values: Respect, Accountability, Connection and Excellence.
• Wellbeing and support – access to mental health initiatives, wellness programs, and one paid Wellness Day per year.

Ready to Apply?

As part of the application process, candidates will be required to submit a current CV outlining their relevant skills, experience and qualifications and a cover letter (maximum 2 pages). Your cover letter should address the essential selection criteria listed below. We ask that you use the STAR method (Situation, Task, Action, Result) to provide specific examples of your experience, ensuring a strong focus on your individual contributions and the outcomes achieved.

Essential Selection Criteria

1. Executive & Governance Support: Provide a specific example of how you have delivered high-level administrative support to a senior executive, Board, or committee. Highlight your ability to manage confidential data and exercise sound judgement with minimal supervision.
2. Meeting Coordination & Governance: Describe your experience coordinating the end-to-end lifecycle of a complex meeting. Focus on how you managed agendas, minute-taking, and action tracking while maintaining high governance standards and accuracy.
3. Proactive Organisation & Communication: Share an example that demonstrates your ability to anticipate the needs of an executive office. Show how you have managed competing priorities and used your communication skills to ensure continuity and effectiveness during a busy period.

Should you require any further information about the role or the application process, please contact the Talent Acquisition team at TalentAcquisition@rwwa.com

At RWWA, we recognise that we are strengthened by diversity of gender, thought, experience, and ethnicity. We are committed to providing a safe work environment and making reasonable adjustments in which everyone is included and treated fairly.

We are an Equal Opportunity Employer and encourage women, people of Aboriginal and Torres Strait Islander descent and people from diverse backgrounds to apply.