Executive Assistant

Airlock Digital; Melbourne; Hybrid; AUD 90,000 - 130,000; Full time

Job summary

Airlock Digital is seeking an Executive Assistant to support the C-level leadership across Australia and the US time zones. You will manage complex calendars, coordinate governance matters, and handle board communications with discretion and professionalism. The role involves travel planning, meeting preparation, and ensuring strategic priorities move forward efficiently. This is a fast-paced, high-trust environment requiring proactive, detail-oriented execution.

Qualifications

• Experience providing high-level executive support to C-level leaders.
• Proven ability to manage complex calendars across multiple time zones.
• Strong governance coordination and board meeting support skills.
• Discretion and sound judgment in handling confidential information.

Responsibilities

• Provide high-level executive support to the C-level leadership team.
• Design and manage complex calendars across Australian and US time zones.
• Serve as primary coordination point for the executive office, board, and stakeholders.
• Coordinate board meetings end to end: agendas, logistics, materials, and minutes.
• Prepare briefing materials, summaries, and correspondence for executives and board.
• Track actions and follow-ups from meetings and governance activities.
• Manage travel arrangements and coordination for executives and events.

Skills

Calendar management

Stakeholder management

Executive support

Discretion

Governance coordination

Meeting coordination

Travel planning

Education

Bachelor's degree in relevant field

Tools

Board portal

Job description

About Airlock Digital

Airlock Digital is a global leader in application control and allowlisting. We seek to empower every organization to run only what they trust and operate free from malware and ransomware.

Location: Adelaide, Australia

Who Are We?

Airlock Digital is a global leader in application control and allowlisting. We seek to empower every organization to run only what they trust and operate free from malware and ransomware.

With rapid growth across Australia, North America, and EMEA. We are committed to our core values, respect, determination, and integrity. We support a diverse and expanding global customer base. At Airlock, we pride ourselves on being a team of humble, collaborative, and driven professionals who support one another and share a passion for cybersecurity.

What We Are Looking For

Reporting to the President & COO and CFO, the Executive Assistant is a trusted partner to the Airlock Digital’s C-level leadership team, enabling leaders to operate with focus, preparation, and discipline across a global, high-growth technology organisation. The role provides sophisticated executive support, coordinates enterprise priorities, and serves as a central link between executives, the Board, employees, and external stakeholders.

Working across Australian and US time zones, this role owns complex scheduling, executive and Board meeting preparation, governance coordination, travel, communications, and follow‑through. The Executive Assistant anticipates needs, applies sound judgment, and builds systems that keep decisions, commitments, and strategic priorities moving.

This role is suited to a proactive, highly capable operator who thrives in a fast-paced environment and brings exceptional discretion, intellectual curiosity, attention to detail, and a strong bias for action.

Key Responsibilities

C-suite Executive Support & Leverage

• Provide high-level executive support to the C-level leadership team, balancing priorities across leaders while maintaining clear ownership, responsiveness, and service standards.
• Design and actively manage complex calendars across Australian and US time zones, protecting strategic focus time, establishing disciplined meeting rhythms, and resolving competing demands with sound judgment.
• Serve as a trusted filter and primary coordination point for the executive office, triaging inbound requests, scheduling correspondence, and internal and external communications.
• Anticipate executive needs, surface risks or conflicts early, and independently implement practical solutions before priorities or deadlines are affected.
• Draft, review, and edit executive correspondence, presentations, briefing notes, and internal communications to a high professional standard.

Board & Governance Support

• Own the Board and committee calendar, coordinating meeting dates, key governance milestones, paper deadlines, approvals, and follow‑up across the CEO, C-level leaders, Board members, and relevant advisers.
• Manage Board meetings end to end, including agendas, logistics, travel, venues, virtual access, catering, attendee communications, and secure distribution of materials.
• Coordinate the preparation, quality review, collation, and timely circulation of Board and committee papers, presentations, pre‑reads, resolutions, and supporting materials.
• Maintain the Board portal and accurate governance records, ensuring materials, decisions, approvals, and actions are organised, current, confidential, and readily accessible to authorised stakeholders.
• Prepare executives for Board and investor engagements through briefing materials, background research, meeting packs, rehearsals, and clear visibility of required decisions and discussion points.
• Capture and validate meeting actions and decisions, maintain action registers, and drive timely follow‑through with accountable executives and stakeholders; support formal minutes and governance documentation as required.
• Build trusted, professional relationships with Board members and their offices, investors, advisers, and other key external stakeholders, handling all interactions with discretion and sound judgment.

Meeting Discipline, Priorities & Follow-Through

• Establish consistent meeting discipline for executive meetings, including a clear purpose, appropriate attendees, agendas, advance materials, decision requirements, and documented actions.
• Prepare the CEO and C-level leaders for internal and external engagements by coordinating agendas, presentations, briefing materials, stakeholder context, and relevant background information.
• Track commitments, decisions, and priority actions arising from executive and Board meetings, ensuring owners and deadlines are clear and follow‑up occurs promptly.
• Coordinate leadership team meetings, company town halls, strategic planning sessions, and leadership offsites from planning through execution and post‑event follow‑up.

Travel, Events & Stakeholder Engagement

• Plan and manage complex domestic and international travel for supported executives, including detailed itineraries, documentation, accommodation, ground transport, time‑zone considerations, and contingency plans.
• Coordinate executive participation in customer, partner, investor, media, conference, and speaking engagements, ensuring leaders are fully briefed and prepared.
• Deliver Board events, leadership offsites, company town halls, and other executive or company‑wide events end to end in partnership with internal teams and external vendors.

Operational Excellence & Special Projects

• Partner with C-level leaders and cross‑