Executive Assistant

Mars Recruitment; Sydney; On-site; AUD 70,000 - 95,000; Full time

Job summary

Mars Recruitment is seeking an experienced Executive Assistant to support senior stakeholders in a fast-paced environment in Sydney CBD. The role centers on proactive desk management, diary control, travel planning and reliable administrative support to enable executives to operate at pace.

You will manage confidential information with discretion, coordinate complex calendars, meetings, and travel, and play a key role in coordinating events and preparing polished presentations.

Qualifications

• Proven experience as an Executive Assistant (or Senior Team Assistant) supporting senior leaders.
• Strong capability across diary management, travel coordination, meetings and stakeholder management.
• Excellent attention to detail, organisation, and the ability to juggle competing deadlines.
• Confident, professional communication style and strong discretion with sensitive information.

Responsibilities

• Complex diary management across multiple stakeholders; proactive conflict resolution and prioritisation
• Arrange end-to-end travel (flights, accommodation, itineraries, last-minute changes)
• Coordinate meetings (in-person/virtual): room bookings, agendas, materials, minutes/actions as required
• Support team logistics and event coordination (internal events, offsites, visitors)
• Prepare, format and proofread presentations and documents (PowerPoint/Word/Excel)
• Triage requests, manage timelines, and follow up on actions to keep work moving
• Maintain accurate records and improve simple processes to streamline admin

Skills

Diary management

Travel coordination

Meetings management

Stakeholder management

Attention to detail

Organisation

Discretion

Microsoft Office

Tools

Microsoft Office Suite

Job description

The role

An exciting permanent opportunity has arisen for an experienced Executive Assistant to support senior stakeholders in a fast paced, high performing environment. This role suits a confident EA who enjoys being at the centre of operations-anticipating needs, managing competing priorities, and delivering polished support at pace.

You'll provide end-to-end executive support, ensuring calendars, meetings, travel and key deliverables run seamlessly. You'll be a trusted point of contact, managing confidential information with discretion and building strong relationships across the business.

Key responsibilities

• Complex diary management across multiple stakeholders; proactive conflict resolution and prioritisation


• Arrange end-to-end travel (flights, accommodation, itineraries, last-minute changes)


• Coordinate meetings (in-person/virtual): room bookings, agendas, materials, minutes/actions as required


• Support team logistics and event coordination (internal events, offsites, visitors)


• Prepare, format and proofread presentations and documents (PowerPoint/Word/Excel)


• Triage requests, manage timelines, and follow up on actions to keep work moving


• Maintain accurate records and improve simple processes to streamline admin

Why apply

• Permanent role with long-term stability in a high-performing environment


• High exposure supporting senior stakeholders and partnering across the broader business


• Variety and ownership-busy days, changing priorities, and a true \"run the desk\" EA remit


• CBD location with an on-site team environment (5 days/week)

What we're looking for

• Proven experience as an Executive Assistant (or Senior Team Assistant) supporting senior leaders


• Strong capability across diary management, travel coordination, meetings and stakeholder management


• Excellent attention to detail, organisation, and the ability to juggle competing deadlines


• Confident, professional communication style and strong discretion with sensitive information


• Proactive, solutions-focused approach; able to work autonomously and take initiative


• Intermediate-advanced Microsoft Office skills (Outlook, Word, Excel, PowerPoint)

Job details

• Permanent, full-time


• Sydney CBD


• On-site, 5 days/week

Please note, only shortlisted candidates will be contacted