Executive Assistant

Role Overview

• Manage and triage the Director's inbox daily, categorizing by priority and drafting routine responses
• Flag urgent matters and prepare briefing summaries for complex emails requiring Director input
• Send client status updates based on project management system information
• Proactively manage calendar, protecting strategic time blocks and optimizing meeting scheduling
• Coordinate meetings across multiple offices and stakeholders with appropriate buffer times
• Prepare briefs with meeting summaries and key decisions needed
• Process incoming client work requests (internal and external), creating structured records in project management software
• Coordinate work assignment to delivery teams and send client acknowledgments
• Monitor project management software for stalled projects and flag delays to Director
• Handle overflow calls, take detailed messages, and route appropriately
• Maintain stakeholder relationship records and flag when key contacts need outreach
• Prepare reports, presentations, and correspondence with accuracy and professionalism.
• Manage travel logistics for multi-office visits across regional NSW and Victoria
• Prepare correspondence and reports as needed
• Maintain confidentiality of sensitive business and client information
• Support special projects and assist in research and data gathering as needed.
• Maintain confidential information with discretion.

Requirements

• Proven experience as an Executive Assistant or similar role supporting a senior leader in a professional services, consulting, or client-facing business.
• Exceptional organizational, time management, and multitasking skills with demonstrated ability to work autonomously.
• Strong written and verbal communication skills with ability to draft professional client communications.
• High attention to detail and ability to manage multiple competing priorities simultaneously
• Proficiency in Microsoft Office Suite and collaboration tools.
• Ability to work independently, anticipate needs, and solve problems proactively without constant supervision.
• Experience with project management or CRM systems (Monday.com, Asana, or similar highly desirable)
• Comfortable working across Australian business culture and professional services client expectations