Executive Assistant / Coordinator

Dcode Group; City of 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

We're looking for an Executive Assistant / Coordinator to support our leadership team and help keep the business running smoothly. This is a broad role covering diary and inbox management, meeting coordination and the day-to-day organisation that lets a busy leadership team focus on the right things.

This is a great opportunity for someone early in their career who wants exposure to how an agency actually works. You'll sit close to the people making decisions about clients, projects and the direction of the business, and you'll pick up an enormous amount simply by being in the room.

More than a specific tool or industry background, we're looking for someone with strong judgement. Someone who is organised and proactive, who notices what needs attention before being asked, and who can tell the difference between something that needs escalating now and something that can wait until Thursday. Sometimes the right call is to follow the process; other times it's to pick up the phone and sort it out. We're looking for someone who can make those calls thoughtfully and who is comfortable asking when they're not sure.

This role is based from our Abbotsford (Melbourne) office. Our wider team is distributed across Australia and internationally, but this role works closely with our Melbourne-based leadership team and local staff, and benefits from being in the office. We offer flexibility where it makes sense, but we're looking for someone who enjoys being part of the office and contributing to the team culture.

Why you'll enjoy working here

We're an agency, so no two weeks look quite the same. You'll be involved in a bit of everything such as client meetings, internal planning, team events, new starters, the occasional last-minute scramble and you'll build a genuinely useful picture of how a professional services business operates.

Because this role touches so many parts of the business, trust matters. You'll be handling confidential information, representing the leadership team in your communication, and often being the first point of contact for clients and visitors. We'll give you real responsibility early, along with the support and context you need to handle it well.

What you'll be doing

• 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.

What we're looking for

• 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.
• A willingness to learn, adapt and pitch in across different parts of the business.

Nice to have

• Experience in an agency, consultancy or other professional services environment.
• Experience with project or task management tools such as Jira, Asana, Notion or Trello.
• Event or function coordination experience.
• Exposure to invoicing, expenses or basic bookkeeping (for example, Xero).
• Experience supporting recruitment, onboarding or HR administration.
• An interest in marketing, communications or social media.

Who you are

You'll likely be someone who:

• Is organised by instinct and stays calm when several things need attention at once.
• Communicates openly, takes feedback well, and isn't afraid to chase something up.
• Is discreet and trustworthy with sensitive information.
• Is curious, learns fast, and enjoys understanding how things fit together.
• Takes ownership of your work and sees problems through to resolution.
• Believes a well-run team is a shared achievement, not a solo effort.

You'll join a collaborative team working across a diverse range of clients and industries, with a front-row seat to how an agency is run. We encourage curiosity, knowledge sharing and thoughtful discussion, and believe the best ideas can come from anyone on the team.

We know great candidates don't always tick every box. If this role sounds like a good fit for how you like to work, we'd encourage you to apply even if your experience comes from a different industry or a role with a different title. We'd rather hire someone with excellent judgement, initiative and a collaborative mindset than someone who happens to have done this exact job before.