BoardOutlook is looking for an Executive Assistant to support our CEO and executive team, and to run the rhythm of how our leadership team works.

You will sit at the centre of a fast-growing company, working closely with the CEO and Executive team every day and acting as a trusted extension of the executive team. Our clients are Chairs, Directors and Company Secretaries of some of the largest organisations in Australia and the UK, and you will be coordinating with them directly.

The chance

This is a senior support role with real ownership. You will manage the CEO's diary and inbox, run the cadence of our executive and global team forums, own our events program end to end and keep the office running well. Above all it is a role about control of the detail. A great deal flows across our executive team, much of it confidential, and all of it needs to be tracked, actioned, filed and easy to find again. Much of that infrastructure does not yet exist, so you will design and build the single sources of truth rather than inherit them, and you will own the knowledge base, processes and coordination that keep the team running.

We also want someone genuinely fluent with AI. A great deal of what an EA has traditionally done by hand can now be done far better with the right tools. We are looking for someone who will build those systems, not 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 doing

Executive support

- Managing the CEO's diary and supporting scheduling across the executive team, protecting time for deep work and resolving competing priorities with sound judgement
- Managing the CEO's inbox, and supporting the executive team with email, flagging what matters, drafting responses and making sure nothing important is missed
- Preparing executive check-ins, briefing notes and concise summaries so the CEO walks into every meeting prepared
- Coordinating directly with senior external stakeholders including Chairs, Directors and Company Secretaries across Australian and UK time zones
- Booking travel and accommodation for the executive team, including flights, itineraries and the details that make a trip run properly
- Running the office day to day, including supplies, equipment, visitors, facilities and suppliers

Executive forums and meeting governance

- Gobal team meetings, including recurring scheduling across time zones and managing changes to meeting rhythm as the business evolves




- Preparing standing agendas with time allocations, owners and recurring topics, and making sure papers are circulated on time
- Taking minutes, recording decisions and tracking actions, then following up with owners across the business until they are closed
- Confirming attendance, rescheduling when needed and keeping attendee lists accurate

Events and engagement

- Owning our events register and program end to end, from client boardroom lunches and industry events to development days, offsites, farewells and the end-of-year celebration
- Managing venues, packages, catering, suppliers, budgets, payment terms and running orders, and being there on the day to make sure everything runs beautifully
- Running boardroom lunch procedures, including preferred suppliers, dietary requirements, delivery timing, building access, seating and guest hosting
- Supporting client and industry events, including invitations, registrations and materials

Marketing and website support

- Coordinating marketing operations, including the marketing workbook, content schedules, newsletter support and cross-functional marketing meetings
- Publishing and maintaining content on the BoardOutlook website

Systems and knowledge

- Organising and filing the critical documents that flow across the executive team, and building the knowledge base and single sources of truth so that anyone can find what they need
- Documenting repeatable business processes so the way we work is written down, not held in people's heads
- Using AI to handle work that would otherwise be manual, building repeatable workflows and sharing what you find with the team
- Handling confidential and commercially sensitive information with complete discretion

What we are looking for

We are looking for someone with three or more years supporting senior executives, ideally a CEO or founder, in a fast-paced environment. Experience in a scaling business, professional services, governance, or an agency or events setting would all translate well. What matters most is that you are exceptionally organised, trusted with sensitive matters, and want to be excellent at this.





- A track record of supporting senior executives, managing complex diaries and inboxes, and acting on their behalf with confidence
- Exceptional organisation and attention to detail. You notice the thing that is missing, and you fix it before anyone asks
- Comfort running many moving parts at once, with a system that makes sure none of them are dropped
- Experience running executive or board-level meetings, including agendas, papers, minutes and action tracking
- Real fluency with AI tools, and the instinct to reach for them before doing something manually
- Clear, warm and polished written communication. You will be corresponding with Chairs and Directors on our behalf
- Good judgement about what matters and what can wait, and the confidence to push back or escalate when needed
- Someone 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 great time
- Complete discretion with confidential, commercial and people information

What success will look like

You will know you are succeeding when:

- Our executive team spends its time on the work only it can do, because everything around it is handled
- Nothing is missed. Meetings happen, papers arrive, decisions are recorded and actions close
- The CEO trusts you to act on his behalf, and external stakeholders experience BoardOutlook as polished and responsive
- Our documents, processes and information are organised well enough that anyone can find what they need without asking
- Our events run beautifully and the office is a place people want to come into
- Work that used to be manual is now automated, and the role keeps growing as a result

Why 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.

How to apply

Along with your CV, please include a cover letter telling us a little more about yourself and why you believe you would be a great fit for this role. We would particularly love to hear:

- What interests you about the opportunity and why you would like to work at BoardOutlook.
- What makes you a strong fit, including the experience, capabilities and strengths you would bring to the role.
- How you approach your work, particularly when it comes to organisation, taking ownership, supporting senior executives and using technology or AI to work more effectively.

📌 Executive Assistant (Melbourne)
🏢 BoardOutlook
📍 Melbourne