Executive Assistant

Casa Spirits; City of Melbourne; On-site; AUD 70,000 - 110,000; Full time

Job summary

Casa Spirits is seeking an experienced Executive Assistant to support two directors, balancing two sets of priorities with discretion and strong organisational skills.

You will manage diaries, emails, travel, briefings, and minutes, ensuring meetings run smoothly and actions are followed through. The role requires calmness under pressure and clear communication with leadership, partners, and investors in a fast-growing environment.

Qualifications

• Supports two Directors with diary and inbox management.
• Requires good judgement and organisational ability.
• Ability to prioritise urgent items and manage sensitive information.

Responsibilities

• Managing both Directors’ diaries and inboxes, sorting conflicts before they become a problem
• Organising travel, logistics and expenses
• Ensuring Directors are prepared for meetings with briefing and context
• Acting as first point of contact for leadership, partners, suppliers and investors
• Keeping meetings productive: agendas, minutes, actions tracked to completion
• Tracking cross-functional projects to prevent slips
• Maintaining clean, easy-to-find documents and records
• Assisting with offsites and team events

Skills

Calendar management

Email management

Travel coordination

Briefing prep

Stakeholder comms

Project tracking

Record keeping

Discretion

Job description

Our two Directors run a busy, fast-growing business, and they need one very good person keeping it all on track. One EA, supporting both of them, which takes someone who can hold two sets of priorities in their head and keep them straight.

It’s a role that lives on judgement as much as organisation. You’ll be managing two diaries, two inboxes and a lot of competing priorities, and a big part of the job is working out what’s urgent, what can wait, and when it’s worth saying “are you sure?”. The admin has to be sound, but anyone can book a flight. What we’re really after is someone with a good read on people and priorities.

Day to day, you’ll be:

• Managing both Directors’ diaries and inboxes, and sorting conflicts before they become a problem
• Organising travel, logistics and expenses
• Making sure each Director walks into meetings prepared, with the briefing and context they need
• Acting as first point of contact for the leadership team, partners, suppliers and investors
• Keeping meetings useful: agendas out, minutes taken, actions followed up until they’re actually done
• Tracking cross-functional projects so nothing slips quietly
• Keeping documents and records clean and easy to find
• Helping organise offsites and team events

You’ll do well here if you’ve done this before, ideally for more than one senior leader at a time. You’ll need to juggle without dropping things, communicate clearly, use real discretion with sensitive information, and stay calm when things move quickly. Comfort with calendars, email and SharePoint is assumed.

A bit about us: we’re Casa. We make good drinks that don’t cost the earth, and we keep things honest and straightforward. We’re not into bureaucracy or egos. If that suits how you like to work, we’d like to hear from you.