Executive Assistant and Office Operations Lead

Dcode Group; Melbourne; On-site; AUD 70,000 - 95,000; Full time

Job summary

Dcode Group is seeking an Executive Assistant / Coordinator to support our leadership team from the Abbotsford (Melbourne) office. The role covers diary and inbox management, meeting coordination and day-to-day organisation to keep the business running smoothly.

Ideal candidates are early in their career with strong judgement, organised and proactive, able to escalate when needed and make thoughtful calls. The team values trust, discretion and collaboration in a busy professional services

Qualifications

• Around 1-3 year's experience in an administration, coordination, executive support or similar role.
• Excellent written and verbal communication skills, with a professional and personable manner.
• Strong organisational skills and the ability to juggle competing priorities without dropping things.
• Genuine attention to detail. You notice the typo, the double-booking and the missing attachment.
• Sound judgement and discretion when handling confidential or sensitive information.
• Confidence with everyday business tools such as Google Workspace and comfort learning new systems quickly.
• A proactive mindset. You follow up, you anticipate, and you ask questions when something isn't clear.

Responsibilities

• Managing calendars for the leadership team, including scheduling, rescheduling and protecting time for focused work.
• Coordinating meetings end to end by preparing agendas, taking notes, and following up on actions so things don't fall through the cracks.
• Triaging inboxes and drafting correspondence on behalf of leadership.
• Keeping Kanopi our project management tool up to date by ensuring tickets have been responded to and nothing has been missed.
• Organising internal events, team gatherings, offsites and celebrations.
• Acting as a welcoming first point of contact for clients, candidates and visitors to the office.
• Supporting general office coordination of supplies, facilities, equipment and workplace logistics.
• Assisting with recruitment and onboarding coordination, including interview scheduling and new starter setup.
• Maintaining accurate records, documents and internal systems, handling confidential information with discretion.
• Helping to improve the way we do things, and leaving processes a little better than you found them.

Skills

Calendar management

Meeting coordination

Inbox management

Administrative support

Discretion

Communication

Organisational skills

Google Workspace

Proactive mindset

Stakeholder management

Job description

Dcode Group is seeking an Executive Assistant / Coordinator to support our leadership team from the Abbotsford (Melbourne) office. The role covers diary and inbox management, meeting coordination and day-to-day organisation to keep the business running smoothly.

Ideal candidates are early in their career with strong judgement, organised and proactive, able to escalate when needed and make thoughtful calls. The team values trust, discretion and collaboration in a busy professional services