Executive Assistant

Rezonate Recruitment - Manual; Melbourne; On-site; AUD 70,000 - 90,000; Full time

Job summary

Rezonate Recruitment - Manual is seeking an Executive Assistant in Melbourne to handle the directors' diaries, travel logistics, onboarding and events. The role blends executive support with business operations and stakeholder coordination, offering varied daily tasks for someone who enjoys ownership and efficient processes.

You'll work closely with internal teams and external stakeholders, ensuring confidentiality and professional communication across the organisation.

Qualifications

• Experience in an executive assistant or comparable role.
• Strong diary management, scheduling and coordination skills.
• Clear written and verbal communication.
• Attention to detail and discretion handling confidential information.

Responsibilities

• Executive support: manage directors' diaries, schedule meetings, arrange appointments.
• Prepare materials, organise travel, and draft communications.
• Format reports, presentations and other business documents.
• Business operations: support corporate secretarial matters and onboarding/offboarding.
• Manage reception and front-of-house operations; coordinate events and logistics.
• Stakeholder support: liaise with internal/external stakeholders; HR/marketing coordination.

Skills

Executive support

Diary management

Scheduling

Coordination

Communication

Discretion

Job description

We're recruiting an Executive Assistant for a Melbourne-based role combining executive support, business operations and stakeholder coordination. You'll manage competing priorities, keep the directors organised and help coordinate the day-to-day needs of the business. From diary management and travel arrangements to onboarding and events, this is a varied position for someone who enjoys taking ownership and making things happen.

About the role

You’ll provide executive support to the directors while working closely with internal teams and external stakeholders. Organisation, clear communication and sound judgement will be central to your work, particularly when handling sensitive information.

Your responsibilities will include: Executive support

• Managing director diaries, scheduling meetings and coordinating appointments.
• Organising meeting logistics and preparing relevant materials.
• Arranging travel and preparing itineraries.
• Managing correspondence and drafting communications.
• Preparing and formatting reports, presentations and other business documents.

Business operations

• Providing administrative support for corporate secretarial matters.
• Coordinating onboarding and offboarding processes.
• Managing the reception team and supporting front-of-house operations.
• Organising events and coordinating the associated logistics.
• Supporting day-to-day operational activities and following through on outstanding tasks.

Stakeholder and business support

• Coordinating internal and external communications.
• Liaising with stakeholders on behalf of the directors.
• Providing administrative and coordination support across HR and marketing.
• Handling confidential business and employee information with discretion.

About you

You're organised, proactive and comfortable balancing executive priorities with the practical needs of a busy office. You can anticipate what's needed, communicate professionally and follow tasks through to completion.

You'll bring:

• Experience in an executive assistant, personal assistant or comparable business support role.
• Strong diary management, scheduling and coordination skills.
• Clear written and verbal communication.
• Attention to detail when preparing correspondence, reports and presentations.
• The ability to manage competing deadlines and respond to changing priorities.
• Confidence coordinating people and working with stakeholders at different levels.
• Sound judgement and a high level of confidentiality and discretion.

Why consider this role?

This position offers variety across executive support and business operations, with opportunities to work closely with directors and contribute across multiple areas of the organisation. It's suited to someone who enjoys being involved, building relationships and helping both people and processes work effectively.

Rezonate Recruitment welcomes applications from people of all backgrounds. If you need any adjustments during the recruitment process, please let us know.