Executive Assistant

MARS PARTNERSHIP PTY. LTD.; City of Melbourne; On-site; AUD 72,000 - 104,000; Part time

Job summary

Mars Partnership Pty. Ltd. is seeking an experienced Executive Assistant to support our CEO in a fast-paced professional services environment. You will manage complex scheduling, coordinate travel, and prepare board papers while maintaining strict confidentiality.

The role requires autonomy, discretion, and strong stakeholder management. You will oversee two part-time receptionists and contribute to HR, marketing, and governance activities as needed, primarily on-site in Melbourne.

Qualifications

• Proven experience as an Executive Assistant to a CEO or senior executive.
• Experience in public practice, accounting, legal, or professional services is highly regarded.
• Exceptional organisational skills with multiple priorities.
• Strong stakeholder management and communication at all levels.
• Highly professional, discreet and able to handle confidential information.
• Proactive, solutions-focused and able to work independently.
• Experience mentoring administrative staff is advantageous.

Responsibilities

• Act as primary contact between the CEO and stakeholders.
• Provide complex diary management, meeting coordination, and inbox management.
• Coordinate travel arrangements and itineraries.
• Prepare reports, presentations, board papers, and business correspondence.
• Assist in planning and execution of operational initiatives and business projects.
• Provide corporate secretarial and governance support across the organisation.
• Coordinate internal communications and organise team events, functions, and offsite activities.
• Manage system administration activities, including onboarding and offboarding processes.
• Support HR, marketing, and communications initiatives as needed.
• Maintain confidentiality on sensitive business information and executive matters.
• Oversee and provide leadership to two part-time Receptionists, ensuring smooth front-of-house operation.
• Build relationships with stakeholders at all levels and represent the CEO professionally.

Skills

Executive support

Diary management

Meeting coordination

Stakeholder management

Discretion

Independent work

Mentoring staff

Job description

An exciting opportunity exists for an experienced and highly professional Executive Assistant to support a dynamic CEO within a well-established and growing accounting firm.

This is a highly visible role requiring a confident, proactive individual who thrives in a fast-paced professional services environment and enjoys being at the heart of business operations.

Working closely with the CEO, you will provide high-level executive support, oversee the day-to-day management of the reception function, and act as a trusted liaison across internal and external stakeholder groups.

The ideal candidate will come from a public practice, accounting, legal, consulting, or broader professional services background and be comfortable operating with autonomy, discretion, and professionalism.

Key Responsibilities

• Act as the primary point of contact between the CEO and internal and external stakeholders.
• Provide comprehensive executive support including complex diary management, meeting coordination, and inbox management.
• Coordinate and manage all travel arrangements and detailed itineraries.
• Prepare, format and distribute reports, presentations, board papers, and business correspondence.
• Assist in the planning and execution of key operational initiatives and business projects.
• Provide corporate secretarial and governance support across the organisation.
• Coordinate internal communications and organise team events, functions, and offsite activities.
• Manage system administration activities, including employee onboarding and offboarding processes.
• Support HR, marketing, and communications initiatives depending on experience and business requirements.
• Maintain strict confidentiality when handling sensitive business information and executive matters.
• Oversee and provide leadership to two part‑time Receptionists, ensuring the smooth operation of the front‑of‑house function.
• Build strong relationships with stakeholders at all levels and represent the CEO professionally across the business.

About You

• Proven experience as an Executive Assistant supporting a CEO, Managing Director, Partner, or Senior Executive.
• Previous experience within public practice, accounting, legal, consulting, or professional services environments will be highly regarded.
• Exceptional organisational skills with the ability to manage multiple priorities simultaneously.
• Strong stakeholder management and communication skills with confidence interacting at all levels.
• Highly professional, discreet, and capable of handling confidential information.
• Proactive, solutions-focused, and able to work independently.
• Experience managing or mentoring administrative support staff is advantageous.

What's on Offer

• Opportunity to work closely with an influential CEO in a highly visible role.
• Friendly, collaborative, and social office culture.
• Stable and successful professional services business with approximately 27 staff.
• Part-time arrangement offering four days per week (Tuesday to Friday).

This is an excellent opportunity for a career Executive Assistant who enjoys variety, visibility, and the opportunity to make a genuine impact within a close-knit and professional organisation.

At Mars, we are passionate about providing equal employment opportunities and embracing diversity to the benefit of all.

Please note that due to the number of applications only successful applicants will be contacted.