Executive Assistant

Align Talent Pty Ltd; City of Melbourne; Hybrid; AUD 65,000 - 90,000; Full time

Job summary

Align Talent Pty Ltd is recruiting on behalf of a Melbourne-based organisation for an Executive Assistant to the CEO. The role combines high-level executive support with Board secretariat and office management responsibilities in a CBD head office of about 50 staff.

You will coordinate Board and Subcommittee meetings, prepare minutes and governance papers, manage diaries, liaise with directors and senior stakeholders, and support events and travel in a hybrid Melbourne arrangement.

Qualifications

• Previous experience supporting a CEO, Executive or similarly senior leader
• Hands-on experience supporting Board or committee meetings
• Confidence attending meetings and taking detailed, accurate minutes
• Experience preparing and distributing agendas, Board papers and supporting documentation
• Strong written communication skills and exceptional attention to detail
• The confidence to communicate with Board Directors and senior stakeholders
• Excellent organisation and diary-management skills
• A high level of discretion when dealing with confidential or sensitive information
• The ability to work autonomously, anticipate requirements and manage competing priorities
• Some exposure to office management, facilities or supplier coordination

Responsibilities

• Providing proactive diary, meeting and administrative support to the CEO
• Coordinating Board and Subcommittee meeting schedules, agendas and papers
• Attending Board and committee meetings and preparing accurate, professional minutes
• Recording decisions, resolutions, actions and maintaining governance documentation
• Distributing meeting materials and uploading documentation to Board management systems
• Liaising with Board members, executives and senior internal and external stakeholders
• Coordinating travel, presentations, correspondence and briefing materials
• Supporting the smooth day-to-day operation of a CBD head office of approximately 50 employees
• Managing office facilities, building access, suppliers, catering and general office requirements
• Assisting with the coordination of company events, including major end-of-year functions

Job description

Our client is an established Melbourne-based organisation with a strong community and service focus. Operating from a professional CBD head office, the organisation has a collaborative and values-driven culture and works with a broad range of internal and external stakeholders.

An opportunity has arisen for an Executive Assistant to provide high-level support to the CEO while playing an important role in the effective operation of the Board, its Subcommittees and the wider head office.

The Position

Reporting directly to the CEO, this is a varied and highly trusted position combining traditional executive support with significant Board and office management responsibilities.

A major component of the role will be coordinating meetings for the Board and two Board Subcommittees — Audit & Risk and People & Culture. You will work closely with the CEO, Board Chair, Directors and senior leaders to ensure meetings are professionally coordinated and governance requirements are met.

Key responsibilities will include:

• Providing proactive diary, meeting and administrative support to the CEO
• Coordinating Board and Subcommittee meeting schedules, agendas and papers
• Attending Board and committee meetings and preparing accurate, professional minutes
• Recording decisions, resolutions, actions and maintaining governance documentation
• Distributing meeting materials and uploading documentation to Board management systems
• Liaising with Board members, executives and senior internal and external stakeholders
• Coordinating travel, presentations, correspondence and briefing materials
• Supporting the smooth day-to-day operation of a CBD head office of approximately 50 employees
• Managing office facilities, building access, suppliers, catering and general office requirements
• Assisting with the coordination of company events, including major end-of-year functions

The Company

Our client is an established Melbourne-based organisation with a strong community and service focus. Operating from a professional CBD head office, the organisation has a collaborative and values-driven culture and works with a broad range of internal and external stakeholders.

An opportunity has arisen for an Executive Assistant to provide high-level support to the CEO while playing an important role in the effective operation of the Board, its Subcommittees and the wider head office.

The Position

Reporting directly to the CEO, this is a varied and highly trusted position combining traditional executive support with significant Board and office management responsibilities.

A major component of the role will be coordinating meetings for the Board and two Board Subcommittees — Audit & Risk and People & Culture. You will work closely with the CEO, Board Chair, Directors and senior leaders to ensure meetings are professionally coordinated and governance requirements are met.

Key responsibilities will include:

• Providing proactive diary, meeting and administrative support to the CEO
• Coordinating Board and Subcommittee meeting schedules, agendas and papers
• Attending Board and committee meetings and preparing accurate, professional minutes
• Recording decisions, resolutions, actions and maintaining governance documentation
• Distributing meeting materials and uploading documentation to Board management systems
• Liaising with Board members, executives and senior internal and external stakeholders
• Coordinating travel, presentations, correspondence and briefing materials
• Supporting the smooth day-to-day operation of a CBD head office of approximately 50 employees
• Managing office facilities, building access, suppliers, catering and general office requirements
• Assisting with the coordination of company events, including major end-of-year functions

The role is designed to ensure the CEO is proactively supported while Board papers, minutes and action registers are accurate and delivered on time.

About You

We are particularly interested in candidates who have previously worked in an EA, Executive Support, Board Secretariat or similar senior administrative position and who are comfortable operating around Boards and senior executives.

Ideally, you will bring:

• Previous experience supporting a CEO, Executive or similarly senior leader
• Hands‑on experience supporting Board or committee meetings
• Confidence attending meetings and taking detailed, accurate minutes
• Experience preparing and distributing agendas, Board papers and supporting documentation
• Strong written communication skills and exceptional attention to detail
• The confidence to communicate with Board Directors and senior stakeholders
• Excellent organisation and diary‑management skills
• A high level of discretion when dealing with confidential or sensitive information
• The ability to work autonomously, anticipate requirements and manage competing priorities
• Some exposure to office management, facilities or supplier coordination

Why Apply?

This is an excellent opportunity for an experienced EA who enjoys working closely with senior leadership but wants a position offering variety and genuine exposure to Board and office management activity.

You will have direct access to the CEO and Board, a broad and varied remit, and the opportunity to become an integral part of the organisation's head office.

The role is permanent and Melbourne CBD based, with a hybrid working arrangement requiring a minimum of three days per week in the office.

Ideally, we are looking for someone who could commence by late October or early November to allow for a potential handover with the current incumbent.