Executive Assistant

Rashi Joshi; Geelong, Surf Coast Shire; On-site; AUD 90,000 - 110,000; Full time

Benefits offered by this job

Hybrid work

Geelong region

Temp-to-perm pathway

Competitive remuneration

Job summary

Our client in the Geelong region seeks an experienced Executive Assistant to support the Director of Finance. The role is initially temporary for up to six months with a potential to transition to permanent and offers a hybrid or office-based arrangement.

You will manage complex calendars, coordinate workflows, and leverage AI tools like Claude to enhance reporting, presentations and processes. Strong organisation, stakeholder handling and proactive problem-solving are essential.

Qualifications

• Experience supporting CFO/Director of Finance or GM of Finance.
• Strong organisational and multitasking skills.
• Proficiency with AI, workflow automation and project platforms.

Responsibilities

• Manage executive diaries, inboxes and communications.
• Coordinate projects, tasks and deadlines in Asana or similar.
• Support reporting, presentations, correspondence and workflow with Claude AI.
• Prepare meeting agendas, board papers, reports and presentations.
• Monitor progress and follow up on actions and deadlines.
• Coordinate reporting timelines and ensure timely deliverables.
• Liaise with internal teams, external stakeholders and service providers.
• Support governance and general executive administration.

Skills

Executive Assistant experience

Stakeholder management

AI tools proficiency

Asana

MS Office expert

Tools

Asana

Claude AI

Job description

Our client is a rapidly growing and purpose-driven organisation with a diverse portfolio of businesses and charitable entities. With ambitious growth plans and a high-performing culture, they are seeking an experienced Executive Assistant to provide strategic support to their Director of Finance and help drive efficiency across a complex and fast-paced environment. Initially available as a temporary opportunity for up to six months, this role offers the potential to transition to a permanent position for the right person. The position is based in the Geelong region with flexibility for either hybrid or office-based work.

Your new role

As Executive Assistant to the Director of Finance, you will play a critical role in keeping a busy finance function operating efficiently. Working closely with a senior executive, you will manage competing priorities, oversee workflows, coordinate key deliverables and ensure deadlines are met across multiple stakeholders.

Key responsibilities

• Managing executive diaries, inboxes and communications
• Coordinating projects, tasks and deadlines through Asana or similar platforms
• Using AI tools such as Claude to support reporting, presentations, correspondence and workflow improvements
• Preparing meeting agendas, board papers, reports and presentations
• Monitoring progress on key projects and following up on outstanding actions
• Coordinating reporting timelines and ensuring deliverables are submitted on time
• Liaising with internal teams, external stakeholders and service providers
• Supporting governance, documentation and general executive administration

This is a highly visible position suited to someone who thrives in a fast-paced environment and enjoys being the person who keeps everything moving.

What you'll need to succeed

To be successful in this role, you will bring:

• Demonstrated experience as an Executive Assistant supporting a Chief Financial Officer, Director of Finance or GM of Finance
• Exceptional organisational skills and the ability to manage multiple competing priorities
• Must have experience using Asana and Claude in a professional environment, or demonstrate advanced capability with AI, workflow automation and project management platforms.
• Excellent communication skills and confidence working with senior stakeholders
• A proactive and solutions-focused approach with the ability to work autonomously
• Strong attention to detail and the ability to manage confidential information professionally
• Advanced Microsoft Office skills, including Word, Excel, PowerPoint and Outlook
• Experience within legal, professional services, Big Four or similarly high-performance environments will be highly regarded.
• A background in finance, accounting or corporate services would be advantageous but is not essential.

What you'll get in return

• Opportunity to work directly alongside a senior executive in a growing organisation
• A varied and impactful role where no two days are the same
• Exposure to modern AI tools and technology-driven ways of working
• Flexible hybrid working arrangements based in the Geelong region
• Potential pathway from temporary employment to a permanent opportunity
• Competitive remuneration package and supportive team culture