Executive Assistant

Star X Technology Solutions; Sydney; Presencial; AUD 65.000 - 90.000; Jornada completa

Descripción de la vacante

Star X Technology Solutions in Sydney CBD is seeking an Executive Assistant to provide high-level administrative support to our executive. You will manage calendars, coordinate meetings, and act as the first point of contact for internal teams, clients and partners.

The role demands an organised, proactive professional who can handle confidential information with discretion and keep multiple projects on track in a fast-paced environment.

Formación

• Proven EA or PA experience with calendar management.
• Strong prioritization and deadline management.
• Excellent written and verbal communication.
• Advanced MS Outlook, Word, Excel, PowerPoint.
• Discretion handling confidential information.

Responsabilidades

• Manage executive calendar, meetings and scheduling, resolve conflicts.
• Draft routine emails and flag urgent matters.
• Prepare agendas, minutes, materials and follow up actions.
• Coordinate project timelines and trackers.
• Coordinate staff allocations and rosters.
• Prepare and proofread documents, reports, presentations.
• Maintain filing systems and records.
• Process expense claims and liaise with finance.

Conocimientos

EA experience

Organizational skills

Time management

Communication skills

Discretion

Microsoft 365

Herramientas

Microsoft 365

Xero

Descripción del empleo

Star X Technology Solutions – Sydney CBD NSW

As Executive Assistant, you will provide high-level administrative support to our executive. You will manage their calendar and correspondence, keep projects and work allocations on track, and act as their first point of contact for internal teams, clients and partners.

This role suits an organised, proactive and discreet professional who enjoys keeping a busy schedule running smoothly.

About the role

As Executive Assistant, you will provide high-level administrative support to our executive. You will manage their calendar and correspondence, keep projects and work allocations on track, and act as their first point of contact for internal teams, clients and partners.

This role suits an organised, proactive and discreet professional who enjoys keeping a busy schedule running smoothly.

Key responsibilities

• Calendar & scheduling: Manage and coordinate the executive’s calendar, arrange meetings and appointments, and resolve scheduling conflicts.
• Email & correspondence: Monitor incoming emails and correspondence, draft routine replies on behalf of the executive, and flag urgent matters for attention.
• Meeting support: Prepare agendas, take minutes, distribute materials and follow up on action items.
• Project coordination & timeline tracking: Assist in coordinating project timelines, maintain and update project schedules and trackers, monitor progress against deadlines, and provide administrative reminders to relevant team members.
• Work allocation support: Assist the executive in coordinating and communicating task and staff allocations, prepare and circulate work rosters or assignment schedules, and keep records of task ownership and completion.
• Document preparation: Prepare, format and proofread documents, reports, presentations and spreadsheets.
• Records & filing: Maintain and organise physical and electronic filing systems, and ensure records are accurate and up to date.
• Expense & invoice processing: Process expense claims, track invoices, and liaise with finance on payments and reimbursements.
• Stakeholder liaison: Act as the first point of contact for the executive, liaise with internal teams, clients and external partners, and screen calls and enquiries.
• Data entry & reporting: Enter, maintain and compile data, and prepare routine administrative reports as requested.
• Confidentiality: Handle sensitive and confidential information with discretion and maintain a high level of professionalism.
• General & ad hoc administrative support: Provide general clerical and administrative support, order office supplies, and undertake other reasonable duties as directed.

Skills and experience

Essential

• Proven experience as an Executive Assistant, Personal Assistant or in a similar administrative role.
• Excellent organisational and time-management skills, with the ability to manage competing priorities and deadlines.
• Strong written and verbal communication skills, with high attention to detail.
• Advanced Microsoft 365 skills (Outlook, Word, Excel and PowerPoint).
• Discretion and professionalism in handling confidential information.
• Proactive and able to work independently in a fast-paced environment.

Desirable

• Experience using project tracking or task management tools.
• Experience with expense claims and invoice processing, including accounting software such as Xero.
• Experience supporting a senior executive or company director.

Why join us

• Work closely with senior leadership and gain broad exposure to the business.
• A varied role across projects, clients and day-to-day operations.
• A supportive, collaborative team environment.