Executive Assistant

Sharon AI, Inc; Sydney; Hybrid; AUD 120,000 - 180,000; Full time

Benefits offered by this job

Hybrid work environment

Job summary

Sharon AI, Inc. is seeking an experienced Executive Assistant to support the Chief Legal Officer and Chief Financial Officer in a fast-paced tech environment in Sydney.

The role requires coordination of calendar management, board preparation, and confidential document handling to enable senior leadership to focus on strategic priorities. You will partner with in-house counsel, the Finance team and external advisors, ensuring efficient governance, financial reporting, and cross-functional

Responsibilities

• Provide comprehensive executive support to the CLO and CFO, including complex diary management, inbox triage, correspondence and meeting preparation.
• Proactively manage competing priorities and scheduling across two senior executives.
• Coordinate end-to-end contract life cycles for the Legal function, from intake to renewal tracking.
• Prepare and distribute board papers, budgets, financial reports and presentations.
• Coordinate board and governance meeting logistics, including minutes and board portal maintenance.
• Draft, format and proofread executive documents to a high standard.
• Manage documents, matter and reporting systems with accurate, organized records.
• Support relationships with external counsel, auditors and vendors, including invoicing and budget tracking.

Skills

Executive support

C-suite support

Diary management

Stakeholder management

Written communication

Discretion & integrity

Autonomy

Attention to detail

MS 365 proficiency

Process improvement

Tools

Microsoft 365

Job description

Sharon AI is building the infrastructure powering the next generation of artificial intelligence. As a rapidly growing technology business, we’re building out our teams and functions to support the scale and complexity of the business as we continue to grow. We’re looking for an experienced Executive Assistant to support our Chief Legal Officer (CLO) and Chief Financial Officer (CFO), providing high-level executive and administrative support across both the Legal and Finance functions.

This is a key role in helping two senior leaders stay focused on strategic priorities, while ensuring the smooth coordination of complex diaries, meetings, correspondence, governance activities and cross-functional workflows. Working closely with the CLO, CFO, in-house counsel, Finance team and external advisors, you’ll play an important role in coordinating board and governance materials, supporting financial reporting and budgeting cycles, managing document and contract workflows, and keeping information and processes organised across both functions.

This is a hands-on role suited to a highly organised Executive Assistant who is comfortable supporting senior leaders in a fast-paced environment, can confidently manage competing priorities and genuinely enjoys working with technology and improving the way things are done.

What You’ll Be Doing

• Provide comprehensive executive support to the CLO and CFO, including complex diary management, inbox triage, correspondence and meeting preparation
• Proactively manage competing priorities and scheduling conflicts across two senior executives, using sound judgement around urgency and importance
• Coordinate the end-to-end contract lifecycle for the Legal function, from intake and routing through to execution, filing and renewal tracking
• Support the preparation, coordination and distribution of board papers, budgets, financial reports and presentations
• Coordinate board and governance meeting logistics, including scheduling, papers, minutes distribution and maintenance of the board portal
• Prepare, format and proofread executive correspondence, board papers, contracts, financial reports and other documentation to a high standard
• Manage document, matter and reporting systems, ensuring records are accurate, organised and easily retrievable
• Support relationships with external counsel, auditors and vendors, including engagement set-up, invoice processing and budget tracking
• Act as a key liaison between Legal, Finance and stakeholders across People & Talent, Sales and Operations
• Coordinate document execution, including signatories, notarisation and company seal processes where required
• Support the CLO and CFO with reports, presentations and briefing materials for the Board and Executive team
• Assist with corporate governance obligations, including statutory registers and ASIC filings
• Manage travel arrangements, expense reporting and event coordination
• Identify opportunities to improve Legal and Finance processes through technology, automation and process improvement
• Handle highly confidential and commercially sensitive information with discretion and professionalism

What We’re Looking For

• 5+ years’ experience as an Executive Assistant supporting C-suite or senior executives
• Experience supporting leaders across legal, finance or corporate functions
• Exceptional organisational skills and the ability to manage multiple competing priorities across two senior executives
• Excellent written and verbal communication skills, with confidence liaising with senior executives, Board members and external advisors
• Strong drafting, proofreading and document formatting skills
• High level of discretion, integrity and sound judgement when handling confidential information
• Ability to work autonomously and anticipate the needs of senior leaders
• Strong attention to detail and a commitment to accuracy
• Excellent proficiency across Microsoft 365, particularly Outlook, Word, PowerPoint and Excel
• Confidence learning and adopting new technology and software platforms
• A proactive, solutions-focused approach to problem-solving and process improvement
• Strong relationship-building skills and the ability to work effectively with stakeholders at all levels
• Comfortable working in a fast-moving technology business

What Would Be a Plus

• Supporting a Chief Legal Officer, Chief Financial Officer, General Counsel or senior Legal/Finance leadership team
• Fast-growth or scale-up businesses
• Corporate governance, ASIC filings or company secretarial processes
• Board portal software such as Diligent or BoardEffect
• Financial reporting, budgeting cycles or expense management systems
• Privacy, data protection or AI governance
• Justice of the Peace (JP) qualification
• Experience with e-signature and document management platforms

Why Join Sharon AI?

You’ll be joining a rapidly growing technology business operating at the forefront of AI infrastructure. This is an opportunity to play a key role in supporting senior leadership and helping build the processes and ways of working that will support Sharon AI as it continues to scale.

• Work closely with the Chief Legal Officer and Chief Financial Officer
• Play a key role across both Legal and Finance functions
• Exposure to Board and corporate governance activities
• Opportunity to improve and streamline processes through technology and automation
• Work within a fast-moving, growing technology business
• Hybrid working environment in Sydney
• Opportunity to work closely with senior leaders and stakeholders across the business

If you’re an experienced Executive Assistant who thrives in a fast-paced environment, enjoys working with senior leaders and is looking for an opportunity to have a genuine impact within a rapidly growing technology business, we’d love to hear from you.