Executive Assistant

Medibank; City of Melbourne; On-site; AUD 85,000 - 120,000; Full time

Job summary

Medibank is seeking an Executive Assistant to support two Senior Executives within our People Spaces and Sustainability Group. This pivotal role goes beyond diary management, acting as the backbone of operations in a fast-paced environment.

You'll manage complex diaries, coordinate meetings and travel, engage with internal and external stakeholders, and assist with quarterly planning and reporting including annual general meeting preparations.

Qualifications

• Experience as an Executive Assistant in a high-volume environment.
• Exceptional organisational skills with ability to manage priorities and deadlines.
• Discretion and confidentiality when handling sensitive information.

Responsibilities

• Executive Support: Manage complex diaries, email coordination, and ensure Leads are prepared for meetings.
• Stakeholder Engagement: Liaise with internal and external stakeholders, consultants, and senior leaders.
• Event & Travel Coordination: Organise external meetings, speaking events, and travel arrangements.
• Project & Planning: Support quarterly planning and corporate reporting, update contact lists.
• Communication Excellence: Prepare communications and briefing packs with precision and timeliness.
• Operational Support: Handle expense reconciliations, invoice processing, and onboarding/offboarding processes.
• Adaptability: Manage urgent matters after hours when required.

Skills

Executive support

Diary management

Stakeholder engagement

Event coordination

Travel coordination

Project planning

Communication

Tools

Microsoft Office

Job description

It’s a strange thing to say, because us humans are capable of incredible things. And at Medibank, we know our greatest potential lies in the people who work with us.

We strive to make real, fundamental change, driven by a simple purpose: to create the best health and wellbeing for all of Australia.

The Opportunity (10 month fixed term contract)

Join Medibank in a pivotal role supporting two Senior Executives across our People Spaces and Sustainability Group. As an Executive Assistant, you’ll be the backbone of our operations; providing high-quality, timely, and professional support in a fast-paced environment. This is more than diary management; you’ll be at the heart of stakeholder engagement, external events, and strategic planning.

Key Responsibilities:

• Executive Support: Manage complex diaries, email coordination, and ensure Hub Leads are fully prepared for meetings.
• Stakeholder Engagement: Act as a key point of contact for internal and external stakeholders, including consultants, suppliers, and senior leaders.
• Event & Travel Coordination: Organise external meetings, speaking events, and travel arrangements—often involving multiple stakeholders.
• Project & Planning: Support quarterly planning and assist with major events, including corporate reporting such as financial results and annual general meeting. Support teams by keeping contact lists up to date.
• Communication Excellence: Prepare and present communications and briefing packs with precision and timeliness.
• Operational Support: Handle expense reconciliations, invoice processing, and onboarding/offboarding processes.
• Adaptability: Be ready to manage urgent matters after hours when required (e.g., travel disruptions).

Must haves:

• Proven experience as an Executive Assistant or similar role in a high-volume, fast-paced environment.
• Exceptional organisational skills with the ability to manage multiple priorities, proactively organise tasks based on urgency and importance, and regularly review deadlines and meeting strict deadlines.
• Strong interpersonal and communication skills; comfortable liaising with senior leaders and external partners.
• High level of confidentiality and discretion.
• Proficiency in Microsoft Office Suite and willingness to adopt new technologies.
• Ability to plan ahead, anticipate needs, and proactively identify risks and opportunities.

Imagine working with us

We understand that work means different things to everyone... We know happy, healthy people make great teams, and great teams put more heart into each customer and patient interaction. And that’s why we’re reinventing work.

Imagine a workplace that helps you and your family thrive. Where connection, personal development and health and wellbeing are front of mind. To learn more about our benefits go to https://careers.medibank.com.au/culture/rewards-benefits/

For you, work should help you Live Better. It should bring you fulfillment and joy. And with Medibank, it could.

Inclusion and Accessibility

We believe in everyone's potential and strive to make Medibank inclusive for all because different perspectives make us better. We encourage applications from everyone, including Aboriginal and Torres Strait Islander peoples, neurodivergent candidates, LGBTQIA+ community including transgender and gender diverse candidates and candidates with a disability.

Medibank proudly recognised as Best Enterprise Organisation, 2026 AFR BOSS Best Places to Work