Executive Assistant to the Chief Operating Officer

About Alliance Airlines

Alliance Airlines is Australasia's leading provider of contract, charter and allied aviation services. With a fleet of 79 aircraft and a workforce of over 1,300 employees, Alliance delivers essential aviation solutions to the mining, energy and government sectors, as well as wet lease services to major carriers.

Our success is underpinned by a safety-first culture, long-term customer partnerships and a commitment to delivering commercially sound and operationally sustainable solutions. As an ASX-listed organisation, Alliance operates in a dynamic, highly regulated and operationally critical industry.

About the Role

We are seeking an experienced and highly organised Executive Assistant to provide high-level executive and administrative support to our Chief Operating Officer (COO).

This is an opportunity to join a busy executive environment where priorities can change quickly and sound judgement, discretion and initiative are essential.

Reporting to the Executive Assistant to the CEO, you will take ownership of the COO's executive support requirements, managing complex diaries, coordinating domestic and international travel, preparing correspondence and presentations, and ensuring the COO is well prepared for key meetings and commitments.

You will also work closely with the broader executive support team, providing backup to the Office of the CEO during periods of leave and peak demand, and supporting coordination across the Executive Leadership Team.

Given the nature of our aviation operations, you will need to be comfortable working in a fast-paced, 24-hour operational environment, understanding when urgent safety, security or regulatory matters need to be escalated promptly.

Key Responsibilities

• Manage the COO's diary, appointments and competing priorities, proactively adjusting commitments as operational demands change.
• Coordinate domestic and international travel arrangements, including flights, accommodation, ground transport and itineraries.
• Prepare, draft and proofread executive correspondence, presentations, reports and briefing materials.
• Coordinate executive meetings, prepare agendas and papers, record minutes where required and monitor follow-up actions.
• Review reports, invoices and documentation for accuracy, completeness and appropriate approvals.
• Manage corporate card reconciliations, travel acquittals, purchase orders and invoice processing.
• Maintain accurate records and document control, exercising discretion when handling confidential commercial, executive and personnel information.
• Coordinate and promptly escalate urgent safety, security and regulatory matters to the COO through established communication channels.
• Provide backup support to the Executive Assistant to the CEO during planned leave, unexpected absences and periods of peak demand.
• Support the coordination of executive meetings, events and administrative requirements across the wider executive team.
• Identify opportunities to improve administrative processes and contribute to a consistent, professional executive support function.

About You

You are an experienced Executive Assistant who understands the demands of supporting senior executives and takes pride in delivering high-quality, reliable and proactive support.

You are confident managing competing priorities, comfortable dealing with senior stakeholders and able to exercise sound judgement when handling sensitive or confidential information.

You don't wait to be chased. You anticipate requirements, take ownership of issues and follow matters through to completion.

To be successful in this role, you will bring:

• At least four years' experience in an executive support role, including direct support to C-suite executives.
• Demonstrated experience managing complex diaries, travel arrangements, correspondence and executive meetings.
• Strong organisational and prioritisation skills, with the ability to adapt quickly to changing business requirements.
• Excellent written and verbal communication skills, including drafting and proofreading executive correspondence.
• Advanced Microsoft Office 365 skills, particularly Outlook and Word, with working knowledge of PowerPoint and Excel.
• Strong attention to detail and the ability to manage confidential and commercially sensitive information.
• Confidence engaging with senior leaders and stakeholders across different business functions.
• A proactive, solutions-focused approach, with the ability to work independently and exercise sound judgement.

Experience within aviation, transport or another complex operational environment will be highly regarded but is not essential.

Why Join Alliance Airlines?

Alliance Airlines is a leading provider of contract and charter aviation services across Australia. We are proud of our safety-first culture, strong customer partnerships and commitment to delivering sustainable business performance.

When you join Alliance, you will have the opportunity to work closely with senior leaders in a dynamic aviation business and contribute to the effectiveness of our executive team.

We also offer a range of benefits designed to support flexibility, lifestyle and financial wellbeing, including:

• Flexible Work Options – Work-from-home opportunities and the option of a nine-day fortnight, subject to operational requirements.
• Novated Leasing – Save on your vehicle and running costs through convenient, tax-effective salary packaging.
• Salary Packaging – Access additional tax-effective benefits.
• Qantas Club Discounts – Enjoy discounted Qantas Club memberships.
• Queensland Reds Benefits – Access discounted tickets and merchandise.
• Travel & Lifestyle Discounts – Enjoy savings on hotels, tours, cruises and a range of holiday experiences.

How to Apply

If you are an experienced Executive Assistant who enjoys working in a fast-paced environment, takes ownership and thrives on supporting senior leaders, we would love to hear from you. Use the Apply button to submit your application.

At Alliance Airlines, we value diversity, equality and inclusion. We are committed to providing a workplace where everyone is included and treated fairly and with respect.

We encourage applications from people of Aboriginal and Torres Strait Islander descent and people from diverse backgrounds.

All candidates must have full working rights in Australia. Only candidates with the right to work in Australia will be considered.