Executive Assistant

Anteo Recruitment Group; City of Melbourne; On-site; AUD 100,000 - 125,000; Full time

Job summary

Anteo Recruitment Group is seeking an experienced Executive Assistant to support senior leadership across multiple entities in Greensborough VIC. The role focuses on ownership, structured processes, and driving leverage for directors to maintain cadence and accountability in a fast-moving environment.

You will coordinate administration, reporting, meeting packs, and compliance, while managing calendars, travel, and interview scheduling end-to-end.

Qualifications

• Proven experience as an Executive Assistant or business coordinator.
• Experience supporting founders, directors, or a Managing Director.
• Owns business administration, reporting, minutes and compliance follow-up.
• Exceptional organisation skills with high-volume, accurate output.
• Strong business writing across minutes, reports and presentations.

Responsibilities

• Take ownership of administration, coordination, and follow-up activities.
• Prepare meeting minutes, maintain action registers, and chase actions through to completion.
• Assemble weekly and monthly report packs, presentations, and business documents for senior leadership.
• Coordinate sign-offs, approvals, and key business documentation across multiple entities.
• Manage supplier, client, consultant, and recruitment interview scheduling end-to-end.
• Track insurance, registration, and compliance renewals to ensure nothing is missed.
• Manage calendars, inboxes, travel, and executive priorities with structure and same-day responsiveness.
• Identify and embed AI and automation tools to improve throughput and scale efficiency.

Tools

Microsoft 365

AI tools

Job description

Anteo Recruitment Group – Greensborough VIC

An outstanding opportunity is available for an experienced Executive Assistant to step into a business-critical role supporting senior leadership within a fast-moving, multi-entity organisation. Operating across high-end residential construction, swimming pools, landscape design and construction, the group brings together several complementary businesses within the premium residential sector.

This is a genuine Executive Assistant opportunity, a role for someone who thrives on ownership, structure, follow-through, and creating real leverage for directors. This position will suit an experienced operator who can remove work from senior leaders, improve business rhythm, and bring order, pace, and accountability across a busy environment.

The Role

Reporting to the General Manager and working closely with the directors, you will take ownership of core business administration, reporting, coordination, and executive support so leadership time is freed up for the highest-value work. This is a high-trust role requiring discretion, strong judgement, and the ability to manage volume without dropping the ball.

You will be expected to go beyond baseline executive support, taking real responsibility for meeting cadence, action tracking, reporting packs, approvals, compliance follow-up, and business coordination across multiple entities.

Responsibilities

• Take ownership of administration, coordination, and follow-up activities.
• Prepare meeting minutes, maintain action registers, and chase actions through to completion.
• Assemble weekly and monthly report packs, presentations, and business documents for senior leadership.
• Coordinate sign-offs, approvals, and key business documentation across multiple entities.
• Manage supplier, client, consultant, and recruitment interview scheduling end-to‑end.
• Track insurance, registration, and compliance renewals to ensure nothing is missed.
• Manage calendars, inboxes, travel, and executive priorities with strong structure and same‑day responsiveness.
• Identify and embed AI and automation tools to improve throughput and scale efficiency.

An outstanding opportunity is available for an experienced Executive Assistant to step into a business-critical role supporting senior leadership within a fast-moving, multi-entity organisation. Operating across high-end residential construction, swimming pools, landscape design and construction, the group brings together several complementary businesses within the premium residential sector.

This is a genuine Executive Assistant opportunity, a role for someone who thrives on ownership, structure, follow-through, and creating real leverage for directors. This position will suit an experienced operator who can remove work from senior leaders, improve business rhythm, and bring order, pace, and accountability across a busy environment.

The Role

Reporting to the General Manager and working closely with the directors, you will take ownership of core business administration, reporting, coordination, and executive support so leadership time is freed up for the highest-value work. This is a high-trust role requiring discretion, strong judgement, and the ability to manage volume without dropping the ball.

You will be expected to go beyond baseline executive support, taking real responsibility for meeting cadence, action tracking, reporting packs, approvals, compliance follow-up, and business coordination across multiple entities.

Responsibilities

• Take ownership of administration, coordination, and follow-up activities.
• Prepare meeting minutes, maintain action registers, and chase actions through to completion.
• Assemble weekly and monthly report packs, presentations, and business documents for senior leadership.
• Coordinate sign-offs, approvals, and key business documentation across multiple entities.
• Manage supplier, client, consultant, and recruitment interview scheduling end‑to‑end.
• Track insurance, registration, and compliance renewals to ensure nothing is missed.
• Manage calendars, inboxes, travel, and executive priorities with strong structure and same‑day responsiveness.
• Identify and embed AI and automation tools to improve throughput and scale efficiency.

What You Will Bring

• Proven experience as an Executive Assistant or business coordinator supporting founders, directors, or a Managing Director.
• A track record of owning business administration, reporting, minutes, and compliance follow‑up - not just diary and travel management.
• Exceptional organisation skills and the ability to manage high volume with accuracy and calm.
• Strong business writing capability across minutes, reports, presentations, and correspondence.
• Relentless follow‑through and the confidence to chase actions without being prompted.
• Absolute discretion and professionalism when handling sensitive information.
• Strong systems capability, including Microsoft 365 and modern AI tools.
• A genuine Extreme Ownership mindset, with clear examples of accountability and continuous improvement.

Apply Now

If you're an experienced Executive Assistant seeking a high-impact role with real ownership, senior exposure, and the chance to make a measurable difference every day, we'd love to hear from you.