Executive Assistant

youX; City of Canada Bay; On-site; AUD 90,000 - 120,000; Full time

Job summary

youX Powered, an Australian automotive finance technology business, seeks an exceptional Executive Assistant to partner with the CEO in a fast-moving tech and financial services environment. This in-office role requires strong ownership, superb organisation and the ability to act as an extension of the CEO, safeguarding time and priorities.

You will manage diaries, prepare agendas and materials, coordinate board papers, travel, events and stakeholder meetings, and drive projects with

Qualifications

• Experience supporting a CEO or senior executive.
• Strong judgement and organisational ability to prioritise multiple tasks.
• Experience with Board materials and presentations is advantageous.

Responsibilities

• Manage CEO diary, meetings and daily agenda with high discretion.
• Coordinate board papers, minutes and executive communications.
• Prepare briefing notes and materials for meetings and follow up on actions.
• Coordinate internal and external meetings, travel and events.
• Protect the CEO's time by setting boundaries and prioritising opportunities.

Skills

Executive support

Diary management

Stakeholder management

Attention to detail

Written & verbal communication

Tools

Google Workspace

Mac familiarity

AI tools (Claude/ChatGPT)

CRM systems

Job description

youX Powered — Rhodes, NSW | Full-time | In-office

youX Powered is an Australian automotive finance technology business, building the platform that connects brokers, dealers, lenders and OEMs. We move quickly, we build things properly, and we hold a high standard across everything we put our name to.

About the role

We're looking for an exceptional Executive Assistant to work closely with our CEO in a fast-moving technology and financial services environment. This is not a traditional administrative EA role.

We want someone highly capable, adaptable and organised who can operate as an extension of the CEO — someone who understands what needs to happen, keeps priorities moving, protects the CEO's time and helps set the standard for how the broader business operates.

The right person will have a strong sense of ownership. They'll care about the details, the environment around them, and the way the business presents itself both internally and externally.

What you'll be responsible for

• Managing and prioritising the CEO's diary, meetings and daily agenda
• Triaging the CEO's inbox and identifying what needs attention, delegation or follow-up
• Coordinating one-on-ones, leadership meetings, stakeholder meetings and external appointments
• Preparing agendas, briefing notes and supporting material, then attending meetings, taking accurate minutes and documenting actions and decisions
• Following up internal teams and stakeholders so agreed actions actually land
• Coordinating the monthly Board Report, Board papers and Board meeting materials
• Building and refining executive presentations and pitch decks using Google Slides, PowerPoint, Claude and other AI and design tools
• Managing domestic and international travel, accommodation, itineraries and logistics, along with events, dinners, conferences and executive engagements
• Maintaining an accurate picture of the CEO's priorities, commitments and outstanding actions, and acting as a trusted gatekeeper for their time and focus
• Handling confidential business, Board, employee and stakeholder information with absolute discretion
• Supporting special projects and stepping into whatever needs solving

Culture, environment and executive standards

This role also helps the CEO and leadership team set culture from the top down, making sure the standards we expect are reflected in how we operate, communicate and present ourselves.

• Reinforcing company culture, behaviours and expectations across the team
• Supporting internal initiatives, team engagement and important company moments
• Owning the presentation and readiness of the office, Boardroom and executive meeting spaces
• Making sure Board meetings and important stakeholder visits are well prepared and professionally presented
• Thinking ahead about the experience of clients, partners, Board members and guests visiting the office
• Noticing when something isn't meeting the expected standard and taking the initiative to address it

This isn't about keeping things tidy. It's about understanding that the physical environment, the way people are welcomed and the way the leadership team operates all contribute to culture.

The person we're looking for

You're exceptionally organised, but organisation alone isn't enough. You have strong judgement and common sense, and you can work out what matters most when ten things are competing for attention.

You're proactive rather than reactive. You don't wait to be told every next step, and over time you naturally begin anticipating what the CEO needs before they ask. You're confident with senior stakeholders and comfortable holding boundaries — professionally saying no, redirecting requests and protecting the CEO's priorities.

You're also someone who:

• Has exceptional attention to detail, notices what others overlook and takes pride in presentation
• Communicates extremely well in writing and in person — meeting notes, correspondence, briefs and executive-level documents
• Is comfortable chasing people for information, actions and deadlines
• Juggles competing priorities without becoming overwhelmed, stays calm when plans change at short notice and moves quickly without sacrificing accuracy
• Is resourceful, enjoys figuring things out and picks up unfamiliar systems fast
• Has high emotional intelligence and works confidently across different personalities
• Knows when to elevate and when to simply handle it
• Has the confidence to challenge or clarify something that doesn't make sense, and to manage upwards
• Has a low-ego, hands-on approach and is willing to help wherever required
• Is extraordinarily trustworthy and understands the discretion this role demands

Technology

Strong competency with Google Workspace is essential — particularly Gmail, Calendar, Docs, Sheets, Slides and Drive — and you'll need to be highly comfortable in a Mac environment.

We're a technology-led business, so you should enjoy learning new systems rather than being intimidated by them. Experience with AI tools such as Claude or ChatGPT, presentation and design tools, project management platforms, CRM systems or other SaaS products will be highly regarded.

Experience

Previous experience supporting a CEO, Managing Director, Founder or senior executive is highly regarded, as is experience working with Boards or preparing Board documentation.

A background in fintech, financial services, SaaS or technology is advantageous — though we're equally interested in an exceptional all-rounder with the right capability, judgement and attitude.

Requirements

• Full Australian working rights
• Willingness to complete a police check and DISC profile.
• A current driver's licence

What success looks like

A great EA in this role becomes someone the CEO can completely rely on.

You know what's happening. You know what hasn't happened. You know who needs following up, and what's coming next. You notice when something isn't right and you fix it. And when something unexpected lands, you're usually already working out how to solve it.

Above all, you create structure around a very busy executive, strengthen the environment around the leadership team, and free the CEO to focus on the things that genuinely require their attention.