About the Role

We are seeking a highly organised, proactive and professional Executive Assistant to provide high-level administrative and operational support to senior leadership.

The successful candidate will play a key role in ensuring the smooth day-to-day operation of the executive office by managing schedules, coordinating meetings, preparing correspondence, maintaining accurate records and facilitating effective communication between executives, internal teams and external stakeholders.

This role requires exceptional organisational skills, discretion, attention to detail and the ability to manage competing priorities in a fast-paced environment. The ideal candidate will anticipate executive needs, exercise sound judgement and handle confidential information with the highest level of professionalism and integrity.

Key Responsibilities

- Provide comprehensive administrative and executive support to senior management.
- Manage executive calendars, appointments, meetings and travel arrangements.
- Coordinate meetings, prepare agendas, distribute papers and record minutes and action items.
- Draft, edit and proofread correspondence, reports, presentations and other executive documents.
- Manage incoming communications, prioritise requests and respond to enquiries professionally.
- Maintain accurate records, filing systems and confidential documentation.
- Coordinate travel bookings, itineraries, accommodation and expense claims.
- Monitor deadlines, follow up on outstanding actions and ensure timely completion of key tasks.
- Liaise with internal departments, external stakeholders and business partners on behalf of executives.
- Assist with project coordination,



event planning and special assignments as required.
- Support the preparation of reports, presentations, briefing notes and management documentation.
- Identify opportunities to improve administrative processes, workflows and office efficiency.
- Handle sensitive information responsibly and maintain strict confidentiality.
- Provide general administrative support to ensure the effective operation of the executive office.

Skills and Experience The successful candidate will demonstrate:
- Exceptional organisational skills: Ability to manage multiple priorities, coordinate complex schedules and meet tight deadlines.
- Excellent communication skills: Strong written and verbal communication, with the ability to interact professionally with people at all levels.
- Attention to detail: Ability to prepare accurate documents, maintain reliable records and ensure high-quality administrative outputs.
- Discretion and confidentiality: Demonstrated ability to handle sensitive information with professionalism, integrity and sound judgement.
- Time management and prioritisation: Ability to anticipate requirements, respond to changing priorities and work efficiently under pressure.
- Relationship management: Strong interpersonal skills and the ability to build productive working relationships with executives, colleagues and external stakeholders.




- Problem-solving and initiative: Ability to anticipate needs, identify solutions and work independently within established guidelines.
- Digital proficiency: Confidence using Microsoft Office applications, including Outlook, Word, Excel and PowerPoint, along with online meeting and document management platforms.
- Adaptability: A flexible, solutions-focused approach and willingness to support changing business requirements.
- Professionalism: A positive attitude, reliable work ethic and commitment to maintaining high standards of service.

Qualifications and Experience
- Previous experience in an Executive Assistant, Personal Assistant, Executive Administrator or senior administrative support role will be highly regarded.
- Relevant qualifications in business administration, office management or a related field are desirable but not essential.
- Experience supporting senior executives, managing confidential information and coordinating complex administrative activities will be advantageous.
- Equivalent experience gained through administrative, office coordination or business support roles will also be considered.

What We Offer
- A professional and supportive working environment.
- The opportunity to work closely with senior leadership and contribute to organisational success.
- Opportunities to develop administrative, coordination and stakeholder management skills.
- A diverse role with exposure to business operations and strategic priorities.
- Opportunities for professional development and career progression.

Pay: $100,000.00 – $131,000.00 per year Work Location: Hybrid remote in Melbourne VIC

📌 Executive Assistant to CEO (Melbourne)
🏢 Zia Builder u0026 Developer Land
📍 Melbourne