Executive Assistant

Symbos; City of Melbourne; Hybrid; AUD 80,000 - 95,000; Full time

Benefits offered by this job

Health and wellness initiatives

Employee discounts

Hybrid working arrangements

Annual “Unplugged Day”

Job summary

A growing outsourcing services organization in Melbourne is seeking an Executive Assistant. This position involves providing high-level support to the CEO and Executive Team, managing complex schedules, and ensuring effective communication across the organization. Suitable candidates will have over 5 years of experience in similar roles, excellent communication skills, and proficiency in Microsoft 365. The role offers a vibrant workplace with flexibility in working arrangements, ensuring a balance of office and remote work.

Qualifications

• 5+ years of experience as an Executive Assistant supporting senior executives.
• Experience in a multi-national business is advantageous.
• Excellent attention to detail.

Responsibilities

• Provide high-level executive and administrative support to the CEO.
• Manage complex calendars across multiple time zones.
• Coordinate executive meetings and prepare documentation.
• Draft and format executive communications.
• Act as a trusted contact for stakeholders.

Skills

Organisational skills

Time-management

Written communication

Verbal communication

Interpersonal skills

Discretion and integrity

Tools

Microsoft 365 (Outlook, Teams, Word, PowerPoint, Excel)

Job description

Overview

As an Executive Assistant you will provide high-level, proactive and confidential support to the Group CEO and members of the Executive Team. You’ll play a critical role in enabling the executive function to operate efficiently by managing priorities, coordinating governance activities, and supporting clear, timely communication across the Group. This role requires strong judgement, discretion, and the ability to anticipate needs in a fast-paced, hybrid environment.

What You’ll Be Doing

• Providing high-level executive and administrative support to the CEO and Executive Team, including diary management, expenses and budget administration.
• Managing complex calendars across multiple time zones, balancing competing priorities with discretion and sound judgement.
• Coordinating executive leadership, Board and sub-committee meetings, including agendas, pre-reads, logistics and action follow-up.
• Preparing and maintaining corporate secretarial and governance documentation with strong attention to accuracy and version control.
• Drafting and formatting executive communications, briefing notes and presentations.
• Acting as a trusted point of contact for internal and external stakeholders, triaging enquiries and escalating as needed.
• Supporting special projects, travel arrangements and executive events as required.

What You’ll Bring

• 5+ experience as an Executive Assistant supporting a CEO and senior executives in a large organisation.
• Experience working in a multi-national business would be advantageous.
• Strong organisational and time-management skills, with the ability to manage competing priorities.
• Excellent written and verbal communication skills, with high attention to detail.
• High proficiency across Microsoft 365 (Outlook, Teams, Word, PowerPoint and Excel).
• Demonstrated discretion and integrity when handling confidential information.
• Strong interpersonal skills and emotional intelligence, enabling effective engagement with senior stakeholders.
• Flexibility, resilience and the ability to work autonomously in a fast-paced environment.

What’s in it for you

• Vibrant Workplace: Be part of a professional, inclusive and people-first organisation where collaboration, trust and accountability are valued.
• Flexibility That Works for You: Access hybrid working arrangements that support a balance between time in the office and working from home.
• Wellbeing First: Enjoy employee discounts, health and wellness initiatives, 24/7 EAP support and access to discounted health insurance.
• Recharge & Celebrate: Take an annual “Unplugged Day” to reset, and swap cultural holidays so you can celebrate the days that matter most to you.
• Meaningful Work: Work closely with senior leaders and contribute to the smooth operation, governance and rhythm of a growing, values-led organisation.
• Central Melbourne CBD office with good transport links.

About Symbos

Symbos is a growing, people-powered outsourcing services group with over 30 years of cross-industry experience, partnering with more than 250 clients across enterprise, government, and emerging sectors. Our team of 1,200+ professionals operate across Australia, New Zealand, Fiji, the Philippines, and South Africa, delivering meaningful outcomes across customer experience, managed services, and operational transformation.

We operate with a unique ‘Glocal’ delivery model, locally led, regionally integrated, ensuring clients benefit from both strong in-market accountability and smart delivery models across regions. With a track record of long-term partnerships, award-winning performance, and a culture built on agility and collaboration, Symbos is a place where great people come to do their best work.

We engage a workforce that represents the diverse communities and customers we support. That’s why we are committed to ensuring everyone is treated fairly, with respect and provided with inclusive and equal employment opportunities. We encourage applications from people of all ages, nationalities, abilities and cultures including indigenous peoples; people from culturally diverse backgrounds; people with disabilities and all members of the LGBTQIA+ community. If you’re passionate about shaping the future of service delivery and want to be part of a team that values performance, innovation, and trust, Symbos offers the platform to thrive.

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