Executive Assistant

Description:

Posted: 03/02/2026

Closing Date: 04/03/2026

Job Type: Permanent - Full Time

Location: Sydney office

Job Category: Shared Services

Provide high-level executive support to a portfolio of three C-Suite leaders, balancing priorities with discretion, professionalism and calm judgement (even when calendars collide).

The Executive Assistant keeps the engine running, managing complex diaries and inboxes, staying ahead of stakeholders, and producing clear, high-quality executive documentation across multiple executives.

This role suits someone who enjoys thinking three steps ahead, has strong Microsoft Office skills, communicates with confidence, and brings initiative, intuition and emotional intelligence to their work. You’ll be comfortable rolling up your sleeves, adapting on the fly, and quietly making things easier for everyone around you.

Job Description

Key Accountabilities

• Diary and Meeting Management
  • Own and manage executive complex diaries with a focus on scheduling of internal and external meetings and workshops.
  • Ensure meetings are fully supported with agendas, pre-reads, documentation, and accurate attendee lists.
  • Maintain and update plans, logistics, and action items as required.
  • Always plan ahead to accommodate executive priorities and act as a gatekeeper to protect focus time and breaks.
• Workshop/Meeting Support
  • Maintain and drive executive and SLT operating rhythms, ensuring all recurring deliverables, reporting cycles, decision forums and preparation requirements are proactively anticipated and executed.
  • Oversee logistics for meetings and workshops, such as booking venues, arranging catering services, preparing necessary documentation, and coordinating with all relevant stakeholders.
  • Leverage AI-powered tools to accurately record minutes, monitor action items, and ensure timely follow-up on assigned tasks.
• Stakeholder Management
  • Act as a professional first point of contact for all enquiries to the Executives from internal and external stakeholders, including senior leaders, partners, regulators and vendors.
  • Manage expectations, triage appropriately and address enquiries where possible.
  • Collaborate closely with fellow Executive Assistants to foster teamwork, create synergy, and operate as a unified support network.
• Executive Administration Support
  • Deliver high-quality administrative support across key documents and presentations.
  • Support your executive with preparing board and committee papers, supporting ExCo initiatives and pre-work, and broader team initiatives.
  • Responsibilities encompass coordinating inputs from direct reports, formatting, quality control of papers and filing, managing timelines, and confirming priorities.
  • Act as coverage for other members of the “Executive Support” personnel to step in and support
• Coverage Responsibilities
  

Provide Backup Support For Other Executive Assistants, Senior Executive Assistant, Or Office Manager During Periods Of Absence Or Peak Workload. This Includes

• • Diary & Inbox Coverage: Manage calendars and inboxes for other executives as required, ensuring continuity of operations.
  • Meeting & Event Support: Assist with logistics for leadership meetings, workshops, and office-wide events.
  • Travel Coordination: Arrange travel itineraries and accommodations for executives when covering.
  • Office Management Assistance: Support office operations, including vendor coordination, supplies management, and facilities requests.
  • Team Collaboration: Work closely with the EA network to share best practices, maintain consistency, and ensure seamless coverage across the executive support function.
    

Capabilities

Desired Skills and Experience

• Thrive in fast-paced, ambiguous environments, managing shifting priorities with confidence and a strong solutions focus.
• Extensive experience supporting executives, managing competing priorities and meeting deadlines.
• High level of professionalism and discretion, with proven ability to handle confidential and sensitive information.
• Exceptional written and verbal communication skills, including advanced document preparation and attention to detail.
• Proactive, solution-focused approach, thriving in fast-paced and ambiguous environments.
• Outstanding organisational and multitasking skills, ensuring efficiency and accuracy under pressure.
• Ability to build strong relationships with senior leaders, stakeholders and external partners.
• Advanced proficiency in Microsoft Office and collaboration tools, leveraging technology for efficiency.
• Positive, adaptable attitude, balancing quality with delivery and working both autonomously and collaboratively.