Executive Assistant to the Director, City Presentation and Infrastructure

Provide professional executive assistance to support the Director

Permanent full-time role with WFH and RDO options, with reasonable after-hours work as needed

Salary from $101,201.03 to $117,612 p.a. plus 12% Superannuation (Grade I)

Make a Difference Where You Work

As the Executive Assistant to the Director, City Presentation and Infrastructure, you’ll provide high-level administrative and executive support to one of Council’s most community-focused divisions.

In this dynamic role, you’ll help keep things running smoothly by managing schedules, coordinating meetings and correspondence, preparing reports and presentations, and supporting communication across a busy team. You’ll also play a key part in ensuring the Director is well-prepared and informed to deliver on important community projects and initiatives across open space, infrastructure, and city presentation services.

This is an exciting opportunity for an organised, proactive, and professional Executive Assistant who enjoys working in a fast-paced environment and making a positive impact.

Please note: This role is split between two primary locations - Council’s Victor Street office and the Gibbes Street Depot. You’ll enjoy a varied work environment and the opportunity to connect directly with both office-based and operational teams.

Why Join Us?

Make a real impact: Provide high-level executive support through schedule management, meeting coordination, reporting, and effective communication.

Be part of a collaborative team: Work alongside passionate professionals in a supportive environment that values teamwork, respect, and continuous improvement.

Grow your career: Enjoy variety, professional development opportunities, and the chance to work closely with senior leaders across Council on high-profile initiatives.

About the Role

As the Executive Assistant to the Director, you will:

Provide high-level executive support to the Director, City Presentation and Infrastructure, including proactive management of diary, email, and workflow priorities.

Provide proactive and responsive support to the Director, effectively managing priorities and addressing matters with sound judgment and discretion.

Prepare high-quality correspondence, reports, briefings, and presentations to support strategic and operational decision-making.

Maintain strict confidentiality and exercise sound judgment in handling sensitive and confidential matters.

Support internal and external engagement with key stakeholders, including the Mayor and Councillors, General Manager, Council Directors, community leaders, and government agencies.

Coordinate meetings and committees, ensuring effective preparation, logistics, documentation, and follow-up of actions.

Drive process improvements, support project coordination across City Presentation and Infrastructure initiatives, and ensure alignment between the Director’s office and internal teams.

What You’ll Bring:

Tertiary qualifications in Business Administration or equivalent executive support experience.

Proven experience supporting a General Manager, Directors or Senior Executive.

Advanced skills in MS Word, Excel, PowerPoint, Outlook, SharePoint, Teams, and document management systems.

Excellent communication, interpersonal, and influencing skills in managing senior-level relationships.

Strong organisational and problem-solving skills with proven ability to manage competing priorities.

High levels of discretion, integrity, and confidentiality.

Agility, resilience, and the ability to work in a fast-paced, dynamic environment.

Commitment to WHS, EEO, and ongoing professional development.

Desirable:

Experience in governance support, (e.g. committee reporting, agenda preparation, action tracking)

Project coordination or change management experience.

Knowledge of Local Government functions and processes

Ability to implement innovative systems and improve work practices.

How to apply

Visit https://www.willoughby.nsw.gov.au/Council/Working-with-us/Careers to apply or learn more including all about the range of benefits on offer at Willoughby.

For more information, please contact us at [email protected]

Applications should address all the key responsibilities outlined in the Position Description. The Position Description (PD) is located in the Job Attachments section of the job listing.

Successful candidates will be required to undertake pre-employment screening including police and qualification checks.

Applications close: Sunday, 16 November 2025 at 11.30 pm

Please note recruitment activity may commence before the closing date.

At Willoughby City Council, inclusion, diversity and belonging are core to how we work and how we recruit. We are committed to building a workplace that reflects the diversity of our community – one where everyone feels respected, valued and supported to contribute fully. We welcome applications from people of all backgrounds, abilities and identities – including Aboriginal and Torres Strait Islander peoples, people with disability, culturally and linguistically diverse individuals, LGBTIQA+ communities, veterans, and people of all ages. If you require adjustments during the recruitment process, we encourage you to let us know. We are committed to ensuring an accessible, inclusive and barrier-free experience for every candidate.