Executive assistant

Conexus Financial; Sydney; On-site; AUD 90,000 - 130,000; Full time

Job summary

Conexus Financial is seeking an Executive Assistant to join a small support team, backing the acting co-CEOs and founder during service leave and after; the role is core to day-to-day operations in our Sydney CBD office.

You will manage calendars, coordinate with stakeholders, handle travel and AP/expenses, and actively participate in AI-enabled ways of working. The role is full-time, office-based with a fast-paced founder-led environment.

Qualifications

• 2–4 years experience in an Executive Assistant, Team Assistant, or senior administrative role.

Responsibilities

• Executive & Time Management: manage diaries, calendars, and prepare meetings.
• Stakeholder & Relationship Management: draft correspondence and coordinate with external partners.
• Coordination & Administration: handle travel planning, expenses, invoicing and office tasks.
• Office & Front of House: welcome visitors and maintain a professional office environment.
• AI-Enabled Ways of Working: use AI tools to improve workflow and output.

Skills

Diary management

Stakeholder management

Office administration

AI aptitude

Job description

Conexus Financial is a founder-led publisher and conference producer at the heart of Australia's institutional investment community. We work with the most senior leaders in the country's super funds, asset managers, and investment consultants. Our publications and our events — including the international Fiduciary Investors Symposia held at Harvard, Stanford, Oxford, and Singapore — set the standard for how the sector thinks about long-term capital.

We are looking for an Executive Assistant to join our small executive support team, working alongside our Senior EA to support our acting co-CEOs during our founder's long service leave, and all three on his return. Together, this two-person team keeps the engine room of the firm running — covering executive diaries, day-to-day coordination, and the office itself.

This role is a genuine core-EA seat: hands-on, varied, and central to how the firm operates day to day. You'll work closely with the Senior EA, splitting and sharing responsibilities across the three executives, and you'll also be a visible, welcoming presence in the office more broadly.

It demands pace, energy, and good judgement — the kind that comes from genuinely enjoying EA work and wanting to build a career in it, not just seeing it as a job to get through.

Key Responsibilities

The overarching aim of the role is to take ownership of the administrative, coordination, and operational support functions for senior executives. Responsibilities include, but are not limited to:

Executive & Time Management

• Day-to-day diary and calendar management for the co-CEOs and founder, working in tandem with the Senior EA to keep schedules accurate, realistic, and conflict-free
• Proactively anticipating scheduling conflicts and prioritisation challenges across global time zones
• Preparing executives for meetings through agenda management, briefing notes, and follow-ups
• Being physically present and embedded with the executives day-to-day — close enough to hear the conversation, anticipate the next move, and act without being asked

Stakeholder & Relationship Management

• Drafting and managing routine correspondence on behalf of the executives
• Helping coordinate communications with external stakeholders, including investment leaders and trustees who engage with our publications and events
• Building trusted working relationships across the business and with external partners

Coordination & Administration

• Comprehensive administrative support, including heavy calendar management, meeting coordination, and complex international travel planning (with support from the senior EA)
• Liaising with a wide range of internal teams and external parties to ensure seamless execution of commitments
• Processing expenses, invoices, and cost tracking in line with internal processes

Office & Front of House

• Acting as a welcoming first point of contact for visitors, calls, and general enquiries
• Supporting general office management — supplies, facilities, meeting room setup, and day-to-day upkeep of our Sydney CBD office
• Helping maintain a well-run, professional, and welcoming office environment for staff and guests

AI-Enabled Ways of Working

• Working within Conexus's AI-enabled environment and using AI tools as part of daily workflow
• Identifying opportunities to use AI to lift quality and free executive time for higher-value work
• Building personal AI capability over time as the toolset evolves — we don't require existing expertise, we require the willingness to develop it

About You

To be successful in this role, you will bring:

• 2–4 years experience in an Executive Assistant, Team Assistant, or senior administrative role, ideally supporting more than one person
• Strong calendar and diary management skills — comfortable juggling multiple schedules and re-prioritising as things shift
• Energy, pace, and a proactive, go-getter attitude — you anticipate, you move before you're asked, and you take pride in being the person who makes things happen
• Experience working in a founder-led or fast paced environment
• Happy working as part of a two-person support team, sharing responsibilities and communicating well with a senior EA colleague
• Genuine intellectual curiosity and engagement with the work itself — a positive if you have interest in world, business, finance, and investing, and an appetite to learn about the institutional investment world we operate in
• Strong critical thinking and planning skills, with the ability to think several steps ahead and structure work proactively rather than reactively
• Comfort with AI tools and a willingness to deepen that capability in seat — existing AI expertise is welcome but not required
• Exceptional organisational skills with the ability to manage complexity, ambiguity, and competing priorities
• Strong written and verbal communication skills, with confidence engaging senior stakeholders — our audience is CEOs, CIOs, and trustees of major investment firms, and you will be representing Conexus in those conversations regularly
• High levels of discretion, judgement, and professionalism
• A proactive, solutions-oriented mindset with a genuine interest in improving how things are done
• Willingness and capacity to take feedback well, work hard, and stay in the room when things get pressured
• Cultural fit — we place real weight on this, because a happy and healthy working environment depends on it. We are a small, creative team and the EA role sits at the centre of how it functions — we are looking for someone we'd genuinely enjoy spending time with
• Exposure to financial services, funds management, or media is welcomed but not required — we care more about intellectual engagement with the subject than prior sector experience

Proficiency in core EA skills is assumed, as is comfort operating in a high-trust, high-expectation environment.

Australian permanent residency or citizenship is required for this position.

Who This Role Is Not For

• Prefers narrowly defined tasks with limited responsibility or autonomy
• Is uncomfortable managing ambiguity, competing priorities, or changing schedules
• Sees executive assistance as purely reactive or administrative, rather than proactive and strategic
• Is hesitant to communicate confidently with senior leaders, external and internal stakeholders
• Struggles with discretion, judgement, or operating in a high-trust environment
• Lacks genuine curiosity about the world, business, or the work itself — the role demands intellectual engagement, not just competence
• Needs predictable hours or limited out-of-hours responsiveness
• Someone looking for a remote or hybrid role — this position is full-time and office-based in our Sydney CBD office

Why Join Us

Conexus Financial is purpose-led, creative, and small enough that every person makes a visible difference. We sit at the intersection of financial services, media, and events — and we operate at a top-tier standard because our audience expects nothing less.

We're a 25-person founder-led firm with no management buffer, which means autonomy from day one and the chance to be in the room for decisions that shape the business. The pace is fast, the standards are high, and the work is genuinely interesting.

This role is based full-time in our brand-new, beautifully designed offices in Sydney's CBD and offers the opportunity to be deeply embedded in the engine room of a creative, intellectually engaged firm that punches above its weight.

This is a strong seat for someone building a long-term career in executive support — you'll learn from an experienced Senior EA, get exposure to a fast-paced founder-led environment, and grow your skills across diary management, stakeholder coordination, and office operations.

What Success Looks Like

• Senior leaders are enabled to focus on strategy, relationships, and decision-making
• Schedules, communications, and logistics run smoothly and proactively
• Stakeholders experience clear, professional, and responsive engagement
• Administrative and office processes continuously improve over time; AI and automation are used where they add value
• The EA is genuinely embedded with the executives, anticipates their needs, and becomes a trusted thought partner over time

If you are a driven, highly engaged Executive Assistant who takes pride in being a force multiplier for senior leadership, and the work we do interests you on its own merits, we would love to hear from you.