Executive Assistant

Our client is a well-established and highly regarded professional services organisation seeking an experienced and proactive Executive Assistant to provide high-level support to their Executive Director and leadership team.

This is an excellent opportunity for a polished professional who thrives in a fast-paced environment, enjoys building strong stakeholder relationships, and takes pride in delivering exceptional administrative support. As the role evolves, you'll also have the opportunity to contribute to marketing and business development initiatives, making this a varied and rewarding position.

Reporting to the Executive Director, you will be responsible for ensuring the smooth day-to-day operation of the executive office while supporting a range of administrative, operational, and business development activities.

Key responsibilities include:

• Providing comprehensive diary and calendar management for the Executive Director.
• Preparing, drafting and issuing professional correspondence on behalf of the leadership team.
• Coordinating meetings, managing schedules, booking meeting rooms, and welcoming clients and visitors.
• Preparing agendas, taking meeting minutes, tracking action items, and following up where required.
• Managing document control, filing systems, project registers, and maintaining accurate records.
• Formatting reports, proposals and presentations to ensure brand consistency and a high standard of presentation.
• Coordinating travel and accommodation arrangements for staff.
• Assisting with monthly invoicing and expense processing.
• Providing reception support during periods of leave or peak workloads.
• Supporting recruitment administration for the Melbourne office.
• Assisting with marketing and business development activities, including preparing content for publications and social media, conducting research, and supporting proposal submissions.
• Maintaining role procedures and administrative processes to ensure efficient business operations.
• Providing general administrative support across the wider team as required.

To be successful in this role, you will bring:

• Previous experience in an Executive Assistant or senior administrative support position.
• Exceptional organisational skills with the ability to manage multiple priorities and competing deadlines.
• Advanced Microsoft Office Suite skills.
• Strong Adobe InDesign experience with the ability to create high-quality organisational charts, process maps, infographics and other visual documents.
• Outstanding written and verbal communication skills, with excellent attention to detail.
• A proactive, positive and solutions-focused approach.
• Strong time management skills and the ability to work autonomously.
• Professional judgement and discretion when handling confidential information.
• The ability to build positive working relationships with executives, colleagues and external stakeholders.
• A collaborative mindset and willingness to support the broader team where needed.

• A diverse and engaging Executive Assistant role with exposure to senior leadership.
• Opportunity to contribute to marketing and business development initiatives.
• A collaborative and supportive team environment.
• Melbourne-based position.
• 12-month fixed-term contract with an established and respected organisation.

If you're an experienced Executive Assistant looking for your next challenge and enjoy working in a dynamic, professional environment, we'd love to hear from you.

Our client is a well-established and highly regarded professional services organisation seeking an experienced and proactive Executive Assistant to provide high-level support to their Executive Director and leadership team.

This is an excellent opportunity for a polished professional who thrives in a fast-paced environment, enjoys building strong stakeholder relationships, and takes pride in delivering exceptional administrative support. As the role evolves, you'll also have the opportunity to contribute to marketing and business development initiatives, making this a varied and rewarding position.

Reporting to the Executive Director, you will be responsible for ensuring the smooth day-to-day operation of the executive office while supporting a range of administrative, operational, and business development activities.

Key responsibilities include:

• Providing comprehensive diary and calendar management for the Executive Director.
• Preparing, drafting and issuing professional correspondence on behalf of the leadership team.
• Coordinating meetings, managing schedules, booking meeting rooms, and welcoming clients and visitors.
• Preparing agendas, taking meeting minutes, tracking action items, and following up where required.
• Managing document control, filing systems, project registers, and maintaining accurate records.
• Formatting reports, proposals and presentations to ensure brand consistency and a high standard of presentation.
• Coordinating travel and accommodation arrangements for staff.
• Assisting with monthly invoicing and expense processing.
• Providing reception support during periods of leave or peak workloads.
• Supporting recruitment administration for the Melbourne office.
• Assisting with marketing and business development activities, including preparing content for publications and social media, conducting research, and supporting proposal submissions.
• Maintaining role procedures and administrative processes to ensure efficient business operations.
• Providing general administrative support across the wider team as required.

To be successful in this role, you will bring:

• Previous experience in an Executive Assistant or senior administrative support position.
• Exceptional organisational skills with the ability to manage multiple priorities and competing deadlines.
• Advanced Microsoft Office Suite skills.
• Strong Adobe InDesign experience with the ability to create high-quality organisational charts, process maps, infographics and other visual documents.
• Outstanding written and verbal communication skills, with excellent attention to detail.
• A proactive, positive and solutions-focused approach.
• Strong time management skills and the ability to work autonomously.
• Professional judgement and discretion when handling confidential information.
• The ability to build positive working relationships with executives, colleagues and external stakeholders.
• A collaborative mindset and willingness to support the broader team where needed.

• A diverse and engaging Executive Assistant role with exposure to senior leadership.
• Opportunity to contribute to marketing and business development initiatives.
• A collaborative and supportive team environment.
• Melbourne-based position.
• 12-month fixed-term contract with an established and respected organisation.

If you're an experienced Executive Assistant looking for your next challenge and enjoy working in a dynamic, professional environment, we'd love to hear from you.