Executive Assistant

About the Role

We are looking for an outstanding Executive Assistant and Office Manager to support the Managing Director and a small team in our rapidly expanding Financial Services firm located in Melbourne CBD. This senior role is a blend of high-level executive assistance and full accountability for the daily running of the Melbourne office, including providing personal support to the Chairman. This position is suited to a self-driven, organized professional who excels with independence, responsibility, and confidentiality.

Key Responsibilities

• Deliver comprehensive and high-level support to three senior executives.
• Efficiently manage complex schedules, meetings, agendas, briefings, and prepare board materials.
• Create and handle correspondence, presentations, and confidential documents.
• Arrange domestic and international travel plans and logistics.
• Engage with investors, advisors, and senior internal and external stakeholders.
• Monitor project timelines and deliverables to ensure consistent deadline achievement.
• Assist in investor communications and manage sensitive corporate content.
• Provide discreet support with personal matters for the Chairman.
• Supervise day-to-day office operations to sustain a professional and efficient environment.
• Administer relationships with suppliers, facilities management, IT, and service vendors.
• Coordinate onboarding procedures and HR-related administrative tasks with leadership.
• Manage office budgets, including invoicing and procurement processes.
• Ensure health, safety, and workplace compliance requirements are met.
• Organize internal meetings, corporate events, and communications effectively.
• Maintain precise records, filing systems, and administrative workflows.

Candidate Profile

• Exceptionally organized with the capacity to juggle multiple priorities in a dynamic setting.
• Outstanding written and verbal communication skills, with meticulous attention to detail.
• Trusted professional exhibiting sound judgment, discretion, and integrity.
• Confident in engaging with senior stakeholders and external partners.
• Able to balance flexible work arrangements with strong business responsibility.
• Advanced skills in Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, and Teams.

Qualifications and Experience

• At least 5 years of experience in an Executive Assistant position.
• Prior experience in financial services, lending, or investment settings is preferred.
• Tertiary qualifications in business administration or related fields are desirable.

What We Offer

• Located in Melbourne CBD.
• Be part of a growing financial services company with opportunities for professional growth.
• Exposure to senior-level decision-making and corporate governance.
• A collaborative, professional, and high-performing workplace culture.