Executive Assistant 1:2

Mars Recruitment; Sydney; On-site; AUD 111,000 - 166,000; Full time

Job summary

Mars Recruitment in Sydney is seeking an experienced Executive Assistant to support two senior executives on a short-term basis. You will manage complex diaries, coordinate domestic and international travel, and prepare briefing packs to enable leaders to focus on strategic priorities.

The role requires proactive, highly organized professionals who communicate effectively with stakeholders at all levels and can work autonomously in a fast-paced environment.

Qualifications

• Proven experience as an Executive Assistant supporting senior executives.
• Strong diary management and complex travel coordination experience.
• Exceptional organisational and time management skills.
• Ability to confidently manage competing priorities in a fast-paced environment.
• Proactive, solutions-focused approach with excellent attention to detail.
• Strong written and verbal communication skills.

Responsibilities

• Provide high-level Executive Assistant support to two senior executives.
• Manage complex and constantly changing diaries, calendars and meeting schedules.
• Coordinate domestic and international travel, including flights, accommodation, itineraries and logistics.
• Prepare meeting agendas, presentations, briefing packs and other executive documentation.
• Manage correspondence, emails and communications on behalf of senior leaders.
• Coordinate internal and external meetings, including room bookings, catering and stakeholder management.
• Build strong relationships with internal teams and external stakeholders.
• Manage expenses, credit card reconciliations and invoice processing.
• Assist with leadership meetings, team events, off-sites and ad hoc projects.
• Act as a trusted point of contact, handling confidential and sensitive information with discretion.
• Provide light-touch administrative support to the wider team and assist with the smooth running of the office.

Skills

Diary management

Travel coordination

Stakeholder engagement

Documentation preparation

Communication skills

Tools

Microsoft Office

Job description

This is a high-impact Executive Assistant opportunity supporting two senior executives, starting asap for 4 weeks, with the potential to be extended.

Acting as a trusted partner, you’ll play a key role in keeping the leadership team organised and operating efficiently. You’ll manage complex diaries, coordinate travel and meetings, prepare documentation, and provide proactive support that allows senior leaders to focus on their strategic priorities.

This role would suit a highly organised, proactive and confident Executive Assistant who enjoys working with senior stakeholders, thrives in a fast-paced environment and is comfortable taking ownership and working autonomously.

Key Responsibilities

• Provide high-level Executive Assistant support to two senior executives

• Manage complex and constantly changing diaries, calendars and meeting schedules

• Coordinate domestic and international travel, including flights, accommodation, itineraries and logistics

• Prepare meeting agendas, presentations, briefing packs and other executive documentation

• Manage correspondence, emails and communications on behalf of senior leaders

• Coordinate internal and external meetings, including room bookings, catering and stakeholder management

• Build strong relationships with internal teams and external stakeholders

• Manage expenses, credit card reconciliations and invoice processing

• Assist with leadership meetings, team events, off-sites and ad hoc projects

• Act as a trusted point of contact, handling confidential and sensitive information with discretion

• Provide light-touch administrative support to the wider team and assist with the smooth running of the office

About You

• Proven experience as an Executive Assistant supporting senior executives

• Strong diary management and complex travel coordination experience

• Exceptional organisational and time management skills

• Ability to confidently manage competing priorities in a fast-paced environment

• Proactive, solutions-focused approach with excellent attention to detail

• Strong written and verbal communication skills

• Professional, confident and comfortable engaging with stakeholders at all levels

• Strong Microsoft Office and systems experience

• Ability to work autonomously while remaining highly collaborative

• Warm, approachable and team-oriented, with a genuine willingness to support those around you

The Opportunity

This is a fantastic opportunity to join a caring and established business, working closely with a genuinely supportive and inspiring leader. You’ll have the opportunity to take ownership, build strong relationships across the business and play a valued role within the senior leadership team.