Executive Assistant

Recruitly; Melbourne; Hybrid; AUD 70,000 - 95,000; Full time

Job summary

Recruitly is seeking an experienced Executive Assistant to the CEO in Melbourne, Australia. You will manage a high-volume inbox, triage urgent matters, and provide discreet executive support, coordinating a demanding diary and complex travel arrangements.

You will act as the conduit between the CEO, the executive team and senior stakeholders, prepare agendas, take minutes, arrange meetings, and support events.

Qualifications

• Experience as an Executive Assistant handling high volume and pace.
• Outstanding email and time-management skills; professional, approachable attitude.
• Advanced Microsoft Office and AI skills; autonomous in fast-moving environment.

Responsibilities

• Proactive management of a high-volume inbox, including triage, prioritisation, drafting responses and follow-up
• Complex diary management and coordination of a busy schedule
• Management of calls and correspondence, escalating urgent matters appropriately
• Travel coordination and itinerary planning
• Point of contact for executives, senior stakeholders and visitors, liaising on the CEO's behalf
• Arranging executive meetings, preparing agendas and taking minutes, and following up on actions
• Supporting events and projects as required
• Managing confidential files and sensitive matters with discretion

Skills

Inbox management

Executive support

Diary management

Travel coordination

Discretion

Microsoft Office

AI skills

Tools

Microsoft Office

AI tools

Job description

The Company

Our client is a well-established, highly respected organisation with a strong reputation and a genuine commitment to the people it serves. Join a collaborative, people-focused team that takes pride in doing things properly and holds itself to a high standard. You'll work from a modern CBD head office with a friendly, down-to‑earth culture and some flexibility in where and how you work. You'll be right in the heart of the city, with trams and trains close by. You'll also be a short stroll from Chinatown, Queen Victoria Market, Emporium Melbourne and the CBD's famous laneway cafés and lunch spots.

The Role

The heart of this role is managing a high-volume inbox. You'll be the gatekeeper and filter for the CEO's correspondence, triaging a high volume of emails daily, identifying what's urgent and sensitive, responding on the CEO's behalf where appropriate, and making sure nothing slips through the cracks. Alongside this, you'll provide high-level executive and administrative support, managing a demanding diary, coordinating travel and acting as the conduit between the CEO, the executive team and senior stakeholders. You'll be privy to highly confidential information and relied on for your utmost discretion.

Responsibilities

• Proactive management of a high-volume inbox, including triage, prioritisation, drafting responses and follow-up
• Complex diary management and coordination of a busy schedule
• Management of calls and correspondence, escalating urgent matters appropriately
• Travel coordination and itinerary planning
• Point of contact for executives, senior stakeholders and visitors, liaising on the CEO's behalf
• Arranging executive meetings, preparing agendas and taking minutes, and following up on actions
• Supporting events and projects as required
• Managing confidential files and sensitive matters with discretion

10th November, 2026

The Company

Our client is a well-established, highly respected organisation with a strong reputation and a genuine commitment to the people it serves. Join a collaborative, people-focused team that takes pride in doing things properly and holds itself to a high standard. You'll work from a modern CBD head office with a friendly, down-to‑earth culture and some flexibility in where and how you work. You'll be right in the heart of the city, with trams and trains close by. You'll also be a short stroll from Chinatown, Queen Victoria Market, Emporium Melbourne and the CBD's famous laneway cafés and lunch spots.

The Role

The heart of this role is managing a high-volume inbox. You'll be the gatekeeper and filter for the CEO's correspondence, triaging a high volume of emails daily, identifying what's urgent and sensitive, responding on the CEO's behalf where appropriate, and making sure nothing slips through the cracks. Alongside this, you'll provide high-level executive and administrative support, managing a demanding diary, coordinating travel and acting as the conduit between the CEO, the executive team and senior stakeholders. You'll be privy to highly confidential information and relied on for your utmost discretion.

Responsibilities

• Proactive management of a high-volume inbox, including triage, prioritisation, drafting responses and follow-up
• Complex diary management and coordination of a busy schedule
• Management of calls and correspondence, escalating urgent matters appropriately
• Travel coordination and itinerary planning
• Point of contact for executives, senior stakeholders and visitors, liaising on the CEO's behalf
• Arranging executive meetings, preparing agendas and taking minutes, and following up on actions
• Supporting events and projects as required
• Managing confidential files and sensitive matters with discretion

Experience

This is a great opportunity for an experienced Executive Assistant who can hit the ground running, thrives on volume and pace, and doesn't mind pitching in with whatever is needed. You'll have outstanding email and time‑management skills and the judgement to know what matters most. Advanced Microsoft Office and AI skills and an interest in improving and automating manual processes will serve you well. Most important is your professional, approachable and "can-do" attitude, along with the ability to operate autonomously in a fast‑moving environment. If this sounds like you and you're looking for a high‑profile role where you'll be trusted and valued, we'd love to hear from you.