27 Nov
Sales Pond
Sydney
Position Summary
The Executive Assistant position is a critical role, providing high-level administrative, strategic, and operational support to the CEO and Directors. The ideal candidate will be a proactive, experienced professional capable of managing complex schedules, handling confidential information, and facilitating the smooth and efficient operation of the executive office. This role acts as a key liaison between senior management, employees, and external stakeholders.
As this role supports senior management, all applicants must have experience working with executives and working with contacts internationally. Of particular importance is to be able to demonstrate working to very agile task lists and the ability to represent senior management to a variety of stakeholders. The applicant will need to have excellent list management and prioritisation skills
Requirements
● Minimum of 2 years of experience as an Executive Assistant or similar role.
● Proven experience managing complex calendars, coordinating international travel, and preparing executive-level correspondence and presentations.
● Advanced proficiency in Google Workspace (Docs, Sheets, Slides).
● Experience with project management tools and CRM platforms such as HubSpot is highly desirable.
● Exceptional organisational and time-management skills with the ability to prioritise and manage multiple projects simultaneously in a rapid-paced environment.
● High degree of professionalism, discretion, and integrity in handling confidential
information.
● Excellent written and verbal communication skills.
● A proactive and resourceful problem-solver with a strong sense of initiative and the ability to work independently with minimal supervision.
Key Responsibilities
Executive & Strategic Support (60%)
● Manage and maintain complex and dynamic calendars for the CEO and Directors, ensuring schedules are optimised and strategically aligned with priorities.
● Coordinate all aspects of executive meetings, including preparing agendas, compiling and distributing materials, reporting on Circleback notes and distributing action items across the
team.
● Proactively anticipate the needs of the executives, preparing them for upcoming meetings, presentations, and events.
● Prepare and edit high-quality correspondence, reports, and ensuring accuracy and brand consistency.
● Arrange complex domestic and international travel itineraries, including flights, accommodation, and ground transportation.
● Screen and direct communications; act as a gatekeeper and primary point of contact between the executives and internal/external stakeholders.
Administrative & Operational Excellence (25%)
● Liaise with internal teams and departments on behalf of the executive office to ensure
deadlines are met and projects are on track.
● Develop and maintain a sophisticated and organised digital and physical filing system.
● Provide administrative and operational support for key client events and special projects as directed by the executive team.
Office Management Oversight (15%)
● Ensure the executive office and boardroom facilities are impeccably maintained and
prepared for all meetings.
● Act as a liaison for key office vendors and suppliers, ensuring seamless operations.
● Collaborate with the HR & Operations Managers on internal communications, such as company-wide announcements and weekly newsletters.
● Oversee the general smooth running of the office environment, ensuring a professional and efficient workspace.
Key Performance Indicators (KPIs)
● Executive Support:
○ Executive schedules are managed proactively with zero conflicts and adequate
preparation time allocated for all commitments.
○ All meeting notes and action items are accurately captured and distributed within 24
hours of the meeting.
○ Action items are tracked diligently with proactive reminders sent to ensure timely
completion.
○ All travel and accommodation are booked efficiently and accurately, with
comprehensive itineraries provided.
● Administrative Excellence:
○ Reports, presentations, and correspondence are prepared to a high standard of quality,
accuracy, and timeliness.
○ All administrative tasks for internal teams are completed efficiently and as directed.
○ Confidential information is handled with the utmost discretion and integrity.
● Operational Effectiveness:
○ Meeting rooms are consistently prepared and maintained to a professional standard.
○ Key internal and external relationships are managed with professionalism and excellent
communication.
○ Contributions to internal communications are timely and align with company
messaging.
Job Type: Full-time
Work Location: In person
📌 Executive Assistant (Sydney)
🏢 Sales Pond
📍 Sydney
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