Executive Assistant

FutureYou; Sydney; On-site; AUD 85,000 - 105,000; Full time

Job summary

FutureYou is seeking a highly organised Executive Assistant to support a senior executive in Sydney on a 9-month maternity leave cover.

You will manage complex diaries, coordinate domestic and international travel, prepare meetings and minutes, and oversee communications to keep the leadership team connected and productive.

Working closely with the leadership team, you’ll drive operational excellence, streamline processes, and uphold confidentiality in a fast-paced environment.

Qualifications

• Proven experience supporting C-suite or senior leaders in a fast-paced organisation.
• Exceptional diary management and prioritisation across locations and time zones.
• Strong written and verbal communication with excellent attention to detail.
• Proactive mindset to anticipate requirements and resolve issues before escalation.
• Demonstrated discretion handling confidential information.
• Collaborative approach building trusted relationships across all levels.

Responsibilities

• Executive support and diary management: manage a complex calendar and prepare for engagements.
• Travel and expense management: coordinate domestic and international travel and cost claims.
• Leadership team coordination: assist with meetings, minutes and action tracking.
• Inbox and communications management: prioritise emails and handle confidential matters.
• Events and engagement: support leadership off-sites and town halls.
• Operational excellence: identify ways to improve administrative processes.
• Stakeholder management: build relationships with internal/external stakeholders.
• Technology and administration: use AI-enabled tools to assist documentation while maintaining confidentiality.

Skills

diary management

executive support

stakeholder management

travel planning

Tools

Microsoft Office

Job description

• Sydney | 9-month fixed-term contract | Maternity leave cover

• Executive Assistant to Exec member
• Sydney | 9-month fixed-term contract | Maternity leave cover

Are you a highly organised, proactive Executive Assistant who thrives in a fast-paced, dynamic environment?

This is an exciting opportunity to support a senior executive within a leading Australian organisation, partnering closely with their leadership team to drive connection, collaboration and operational excellence.

We are seeking an experienced Executive Assistant who can anticipate needs, manage competing priorities and ensure the smooth running of a senior executive's office. This role will suit someone who takes initiative, builds strong relationships and enjoys making a meaningful contribution behind the scenes.

The Opportunity

Reporting to the Executive you will provide high-level executive support, alongside administrative assistance to the broader senior leadership team as required.

Working closely with the executive and their leadership team, you will play a key role in coordinating priorities, streamlining ways of working and supporting a positive, connected team culture. You will work collaboratively with colleagues across the business to ensure meetings, communications, travel and key activities run seamlessly.

This is a 9-month maternity leave cover, commencing in late November 2026 and concluding in late August 2027.

Key Responsibilities

• Executive support and diary management: Proactively manage a complex executive calendar, coordinate internal and external meetings, anticipate scheduling conflicts and ensure the executive is well prepared for every engagement.
• Travel and expense management: Coordinate domestic and international travel, accommodation and transfers, manage expense claims and ensure all arrangements are accurate, efficient and cost-effective.
• Leadership team coordination: Support senior leadership meetings, including agenda preparation, meeting minutes, action tracking and follow-up on key priorities.
• Inbox and communications management: Assist with email prioritisation, correspondence and the appropriate escalation of urgent or confidential matters.
• Events and engagement: Support leadership off-sites, town halls, business events and stakeholder engagements, helping foster a culture of connection and collaboration.
• Operational excellence: Identify opportunities to improve administrative processes, simplify work-flowsand enhance the effectiveness of the broader business unit.
• Stakeholder management: Build strong relationships with internal and external stakeholders, including fellow Executive Assistants, senior leaders and business support teams.
• Technology and administration: Use contemporary tools, including AI-enabled solutions, to support executive administration and document preparation while maintaining appropriate confidentiality and discretion.

About You

You are a confident, polished and solutions-focused Executive Assistant who enjoys working at pace and takes pride in enabling senior leaders to perform at their best.

You will bring:

• Proven experience supporting C-suite executives or senior leaders in a complex, fast-paced organisation.
• Exceptional diary management, organisational and prioritisation skills, with the ability to coordinate multiple stakeholders across different locations and time zones.
• Strong written and verbal communication skills, with excellent attention to detail.
• A proactive mindset and the ability to anticipate requirements, identify potential issues and resolve them before they escal
• Demonstrated discretion and sound judgement when handling sensitive and confidential information.
• Strong proficiency across Microsoft Office and confidence using digital tools to improve efficiency.
• A collaborative approach and the ability to build trusted relationships across all levels of an organisation.
• The resilience, flexibility and composure to manage competing demands and changing priorities.
• A positive, energetic and professional manner, with a strong sense of accountability and follow-through.

Why

• Work closely with a senior executive and gain exposure to a broad corporate affairs and marketing function.
• Partner with a collaborative senior leadership team in a dynamic business environment.
• Make a tangible contribution to operational effectiveness, executive productivity and employee engagement.
• Bring your initiative and ideas to improve how a busy leadership team operates.