Executive Assistant

QuantX Labs Pty Ltd; Adelaide; Hybrid; AUD 90,000 - 120,000; Full time

Job summary

QuantX Labs Pty Ltd in Adelaide is seeking an experienced Executive Assistant to support the CEO, COO and Executive Team. This broad role requires initiative, discretion and the ability to anticipate priorities to keep the business moving.

You will manage diaries, coordinate governance meetings, create briefing materials and help optimise workflows across a growing technology company in the Space, Defence and Commercial sectors. Flexible working available.

Qualifications

• Significant experience supporting CEOs, COOs or other senior executives.
• Excellent organisation, prioritisation and communication skills.
• Sound judgement, discretion and confidence handling sensitive information.
• Experience supporting Executive and Board governance, including meeting coordination and action management.
• Strong document preparation skills and advanced Microsoft 365 capability.
• Initiative to anticipate needs and follow through without constant direction.

Responsibilities

• Managing Executive diaries, priorities, correspondence and travel (domestic and international).
• Coordinating Board and Executive meetings, including papers, minutes and action tracking.
• Preparing high-quality presentations, correspondence and briefing materials.
• Coordinating Town Halls, company events, Executive visitors and key meetings.
• Following up Executive actions and cross-functional activities.
• Building relationships with employees, Board members and external stakeholders.
• Improving Executive workflows, coordination and administrative practices.
• Providing backup across office administration and facilities with potential for broader office management.

Skills

Executive support

Organisation

Prioritisation

Discretion

Board governance support

Microsoft 365

Problem solving

Stakeholder management

Tools

Microsoft 365

Job description

Adelaide | Permanent Full-time | Growing Australian Technology Company

QuantX Labs is an emerging Australian deep-tech company developing advanced technologies across the Space, Defence and Commercial sectors. We are growing quickly, working on complex programs and building the systems, capability and infrastructure needed to support our next phase.

As we grow, we're looking for an experienced Executive Assistant to support our CEO, COO and broader Executive Team.

This is a broad hands-on role requiring initiative, sound judgement and the ability to anticipate priorities, manage competing demands and keep things moving. You'll play an important role in supporting Executive effectiveness and the smooth running of our growing business.

The Opportunity

You will provide proactive Executive and business support across a broad range of activities, including:

• Managing Executive diaries, priorities, correspondence and domestic and international travel.
• Coordinating Board and Executive meetings, including papers, minutes and action tracking.
• Preparing high-quality presentations, correspondence and briefing materials.
• Coordinating Town Halls, company events, Executive visitors and key meetings.
• Following up Executive actions, commitments and cross-functional activities.
• Building strong relationships with employees, Board members and external stakeholders.
• Improving Executive workflows, coordination and administrative practices.
• Providing backup across office administration and facilities, with potential for broader office management responsibilities as the business grows.

About You

You’ll bring:

• Significant experience supporting CEOs, COOs or other senior executives.
• Excellent organisation, prioritisation and communication skills.
• Sound judgement, discretion and confidence handling sensitive information.
• Experience supporting Executive and Board governance, including meeting coordination and action management.
• Strong document preparation skills and advanced Microsoft 365 capability.
• The initiative to anticipate needs, solve problems and follow through without constant direction.
• Confidence working with senior stakeholders and managing competing demands.

Experience in technology, defence, engineering or a growing business, along with broader office management experience, would be highly regarded.

Most importantly, you're proactive, resourceful and comfortable moving between high-level Executive support and practical day-to-day business needs.

Why QuantX Labs?

At QuantX Labs, you will be part of a growing Australian technology company working on challenging, high-impact problems across Space, Defence and advanced technology.

You can expect:

• Meaningful work – supporting a business developing technologies and capabilities with real-world impact.
• Direct Executive exposure – working closely with our CEO, COO and broader Executive Team.
• Flexible working – we take a practical, supportive approach to flexibility, including work-from-home days where the role allows and flexibility around family and personal commitments.
• Real ownership and variety – the opportunity to take ownership of Executive coordination, help solve problems and make a tangible difference to how the business operates.
• The opportunity to improve how things work – helping establish scalable systems, rhythms and processes as the company grows.
• A collaborative environment – where people work across boundaries and are willing to roll up their sleeves when needed.

If you're an experienced Executive Assistant who enjoys being one step ahead, brings sound judgement and initiative, and gets satisfaction from helping senior leaders and teams achieve outcomes, we'd love to hear from you.

Applications will be reviewed as they are received, and only shortlisted candidates will be contacted for interviews; however, all applicants will be notified of the outcome of their application.