BoardOutlook is looking for a Team Assistant to keep our executive team organised and our office running well.We think this is one of the best first or second jobs available in Melbourne right now.
You will sit at the centre of a rapid growing company, working alongside the executive team every day and seeing how a business is actually run from the inside.
The people we work with are Chairs and Directors of some of the largest companies in Australia and the UK, and you will be coordinating with them directly.
Very few roles at this level offer that kind of exposure.The opportunityThe job itself is broad.
You will own diaries and support scheduling across the executive team, make sure our meetings run on time with the right people and the right papers in the room, build the systems that keep our most important documents in order, organise our events from offsites to client evenings, book travel and keep the office running well.Above all it is a role about organisation.
A great deal flows across our executive team and all of it needs to be filed, saved down and easy to find again.
Much of that does not exist yet, so you will be building the single sources of truth rather than inheriting them.We also want someone genuinely fluent with AI.
A great deal of what an assistant has traditionally done by hand can now be done far better with the right tools, and we are looking for someone impatient to build that rather than someone who will do the job the way it has always been done.
Get this right and you will be doing work that would ordinarily take three people.What you will be doingYour responsibilities will include:Supporting scheduling and organisation across the executive team, owning diaries, protecting time for deep work and resolving competing priorities sensiblySupporting the executive team with email, flagging what matters, drafting responses and making sure nothing important is missedCoordinating meetings with senior external stakeholders including Chairs,



Directors and Company SecretariesSetting up team and executive meetings, circulating the agenda, confirming attendance and making sure the papers are ready beforehandTaking notes in team meetings and tracking the actions that come out of themOrganising and filing the critical documents that flow across the executive team, and building single sources of truth so that everything can be foundOrganising team events, offsites, lunches and celebrations from end to end, including venues, catering, suppliers, budgets and the run of the daySupporting client and industry events, including invitations, registrations, materials and being there on the day to make sure everything runs properlyBooking travel and accommodation for the executive team, including flights, itineraries and the details that make a trip run properlyRunning the office day to day, including supplies, equipment, visitors, facilities and suppliersPublishing and maintaining content on the BoardOutlook websiteUsing AI to handle work that would otherwise be manual, building repeatable ways of working and sharing what you find with the teamHandling confidential information with complete discretionWhat we are looking forWe are not looking for a long background in assistant work.
We would be just as happy to hear from someone coming at this sideways, from operations, hospitality, events, agency coordination or a startup.
What matters is that you are organised, quick, and want to be excellent at this.Exceptional organisation and attention to detail.
You notice the thing that is missing,



and you care that it is missingComfort with a lot of moving parts at once, and a system for making sure none of them are droppedReal fluency with AI tools, and the instinct to reach for them before doing something manuallyClear, warm written communication.
You will be corresponding with senior people on our behalfGood judgement about what matters and what can wait, and the confidence to ask when it is not clearSomeone who enjoys running an event and cares about the details that make it good, from the venue to the timing to whether people actually had a nice timeComplete discretion with sensitive informationWhat success will look likeYou will know you are succeeding when:Our executive team spends its time on the work that only it can do, because everything around it is handledNothing is missed.
Meetings happen, papers arrive, follow ups landOur documents and information are organised well enough that anyone can find what they need without askingOur events run beautifully and people look forward to themWork that used to be manual is now automated, and the role keeps getting bigger as a resultWhy join BoardOutlook?
We are building the category of leadership intelligence.
Our clients are the boards and executive teams of some of the largest organisations in Australia and the UK, and the work we do shapes how they lead.Five values that drive how we workSimplicityWe prioritise simplicity and reduce complexity.Attention to detailDetails matter, and we take pride in getting them right.UrgencyWe commit and execute with urgency, ensuring swift action.Generous investmentWe invest generously in each other's growth and success.Optimism and ambitionWe pursue ambitious goals and strive for outsized wins.Be careful - Don't provide your bank or credit card details when applying for jobs.
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📌 Team Assistant (Melbourne)
🏢 Boardoutlook Pty..
📍 Melbourne