Executive Assistant

Vocus Navy; City of Melbourne; On-site; AUD 90,000 - 120,000; Full time

Job summary

Vocus is seeking an experienced Executive Assistant to support two executives in Melbourne. You will manage complex diaries, coordinate travel, prepare materials, and ensure timely follow-up on priorities in a fast-moving, commercially focused environment.

This role requires discretion, strong communication, and the ability to anticipate needs. You will collaborate with the EA community to maintain consistent executive support practices and contribute to governance processes as needed.

Qualifications

• Significant experience providing executive assistance in a complex corporate environment.
• Demonstrated capability managing complex diaries, priorities, travel, expenses and executive workflows.
• Excellent written and verbal communication skills, with strong attention to detail and the ability to adapt style for different audiences.
• Strong judgement, discretion and experience handling confidential and commercially sensitive information.
• Advanced capability in Microsoft Outlook, Word, PowerPoint and Teams, with sound Excel skills.
• Experience supporting leadership meetings, governance processes, presentations or Board materials is desirable.

Responsibilities

• Manage complex diaries, meeting scheduling and forward planning, balancing competing priorities and protecting time for critical work.
• Manage inboxes and correspondence as agreed, triaging matters, tracking commitments and ensuring timely follow-up.
• Coordinate travel, expenses, approvals and other administrative requirements accurately and efficiently.
• Coordinate leadership meetings, planning sessions and business events, including agendas, papers, logistics, actions and follow-up.
• Prepare and review correspondence, presentations, briefing materials and reports to ensure they are accurate, clear and fit for purpose.
• Build a strong understanding of the priorities, operating rhythms and stakeholder requirements of allocated executives and their functional leadership teams.

Skills

Executive assistance

Diary management

Stakeholder engagement

Outlook/Office 365

Travel coordination

Presentation prep

Tools

Microsoft Outlook

Word

PowerPoint

Teams

Excel

Job description

Are you looking for an awesome place to work, where you can proudly be your authentic self, and be part of #oneteam?

We are looking for a passionate team player who aligns with our values and culture, takes pride in their unique contributions, and can challenge the status quo with disruptive thinking. If this sounds like you, come and join us!

You will provide high-quality, proactive support to two Vocus executives, helping them and their functional leadership teams stay organised, prepared and focused on business priorities in a fast-moving, commercially focused environment.

The role combines disciplined diary and workflow management with strong coordination, communication and stakeholder engagement. It requires sound judgement, discretion and the ability to anticipate needs in a fast-moving, commercially focused environment.

Executive Assistant allocations are determined by Vocus and may change as the business evolves. In most cases, EAs support more than one allocated executive, with day-to-day direction coming from those executives. While allocations may change, EAs are Vocus roles and are expected to work collaboratively across the EA community to support consistent, effective executive support practices.

Whatyou'llbe doing day-to-day

• Manage complex diaries, meeting scheduling and forward planning, balancing competing priorities and protecting time for critical work
• Manage inboxes and correspondence as agreed, triaging matters, tracking commitments and ensuring timely follow-up
• Coordinate travel, expenses, approvals and other administrative requirements accurately and efficiently
• Coordinate leadership meetings, planning sessions and business events, including agendas, papers, logistics, actions and follow-up.
• Prepare and review correspondence, presentations, briefing materials and reports to ensure they are accurate, clear and fit for purpose.
• Build a strong understanding of the priorities, operating rhythms and stakeholder requirements of allocated executives and their functional leadership teams.
• Support functional leadership team activities connected to the allocation, including meetings, planning sessions, travel, invoices, actions and follow-up.

Whatyou'llbring to this role

• Significant experience providing executive assistance in a complex corporate environment, including support to senior executives
• Demonstrated capability managing complex diaries, priorities, travel, expenses and executive workflows
• Excellent written and verbal communication skills, with strong attention to detail and the ability to adapt style for different audiences
• Strong judgement, discretion and experience handling confidential and commercially sensitive information
• Advanced capability in Microsoft Outlook, Word, PowerPoint and Teams, with sound Excel skills
• Highly developed planning, organisation and time-management skills, including the ability to manage competing priorities and short deadlines
• Demonstrated initiative, problem-solving ability and a practical, service-oriented approach
• Experience supporting leadership meetings, governance processes, presentations or Board materials is desirable.