Role Description We are seeking a highly organized, proactive, and discreet Executive Assistant / Junior Executive Assistant to provide high-level administrative, operational, and secretarial support to executive leadership. In this entry-to-junior level position, you will work closely with C-Suite Executives, Operations Leads, Department Directors, and External Stakeholders to ensure smooth daily office governance and schedule optimization.

You will be responsible for complex calendar management, coordinating domestic and international travel logistics, triaging incoming correspondence, and drafting executive communications.

Responsibilities include preparing meeting agendas and board packs, taking accurate meeting minutes, tracking action items across departments, processing executive expense reports, and managing confidential records. Success in this position requires exceptional organizational agility, sharp attention to detail, strong multi-tasking skills under tight deadlines, absolute personal discretion, and clear, professional written and verbal communication.

Qualifications

- Education: Bachelor's degree or Diploma in Business Administration, Communications, Corporate Governance, Executive Secretarial Studies, or a related discipline.
- Executive Administrative Support: Understanding of executive office workflows, calendar management, appointment prioritization, and professional gatekeeping.
- Travel & Event Coordination: Ability to plan end-to-end travel itineraries (flights, accommodation,



visas, and ground transport) and coordinate logistics for executive meetings, workshops, and offsites.
- Meeting Governance & Record Keeping: Practical experience drafting structured meeting agendas, recording actionable meeting minutes, and tracking cross-functional follow-ups.
- Executive Communication & Correspondence: Excellent written and verbal communication skills to draft professional emails, memos, presentation decks, and formal business letters on behalf of executive leadership.
- Expense Management & Reporting: Experience reviewing, filing, and processing executive travel and operational expense claims in compliance with company finance policies.
- Productivity Suites & Digital Tools: Advanced proficiency in Microsoft Office / Google Workspace (Outlook/Gmail Calendar, Word/Docs, PowerPoint/Slides, and Excel/Sheets) and video conferencing tools (Zoom, Microsoft Teams).
- Confidentiality & Data Protection: Impeccable personal integrity and strict adherence to non-disclosure practices when handling sensitive board documents, financial reports, and strategic plans.
- Task Prioritization & Adaptability: High resourcefulness and capability to handle rapidly changing schedules, overlapping priorities, and urgent administrative requests calmly.
- Professional Attributes: Polished qualified demeanor, high emotional intelligence, proactive problem-solving mindset, and exceptional attention to detail.

📌 Executive Assistant / Junior Executive Assistant (Entry / Junior Level) (Australia)
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📍 Australia