Executive Assistant - Fund Operations

Mosaic Private; Melbourne; On-site; AUD 70,000 - 85,000; Full time

Benefits offered by this job

Premium office amenities

Professional growth opportunities

Flexible working arrangements

Job summary

A private credit fund in Melbourne seeks an Executive Assistant to support senior leadership and manage operational compliance. This role involves coordinating the CEO’s diary, managing travel, and preparing high-level documents. Candidates should have experience as an Executive Assistant, preferably in funds management, and possess strong organisational skills. The position offers a flexible working environment within a supportive team culture.

Qualifications

• Proven experience as an Executive Assistant supporting a senior executive.
• Background in private credit, wealth management, or funds management.
• Comfortable with handling confidential information.

Responsibilities

• Coordinate the CEO’s business diary and personal arrangements.
• Manage travel arrangements for the Executive team.
• Prepare documents, presentations, and correspondence.

Skills

Organisational skills

Attention to detail

Proactive problem-solving

Building rapport

Confidentiality handling

Tools

Microsoft Office

Fund management systems

Job description

Mosaic Private is a Melbourne-based private credit fund specialising in tailored real estate lending solutions for property developers. Backed by the Harris family (co-founders of Flight Centre) and led by industry professionals with over 20 years’ experience, we combine speed, discipline, and creativity to deliver superior risk-adjusted returns.

Since 2018, we’ve built a strong portfolio, robust governance, and proven risk frameworks, now we’re entering an exciting scale-up phase. Our culture is collaborative, agile, and focused on long-term success for both our investors and borrowers.

We are now seeking a talented Executive Assistant - Funds Operations to join us, someone who can combine executive support with operational know-how in funds management.

The Role

This is a unique dual position where you will act as the right-hand to our Executive team while contributing to the operational and compliance aspects of our private credit fund.

Initially, the Executive Assistant component of this role is to cover paternity leave for a key team member. However, given our ongoing growth, there is a strong likelihood that there will be an operations focussed position on the team, beyond the parental leave coverage period, subject to satisfactory performance.

You will work across the business, from managing the CEO’s business diary and travel, to working alongside the operational team building processes, supporting credit procedures, and helping ensure our compliance requirements are met. We’re looking for someone who can switch comfortably between arranging meetings for the Executive team, preparing board documents, and liaising with external service providers on fund matters, all while keeping an eye on detail, timelines, and accuracy.

Key Responsibilities

• Coordinate the CEO’s business diary (and personal arrangements when required), including appointments, meetings, and events.
• Manage travel arrangements for Executive team members.
• Provide high-level administrative support to senior leaders as required.
• Prepare documents, presentations, and correspondence with a high degree of accuracy.
• Assist in organising company events, lunches, dinners, and other functions.
• Handle all matters with discretion, professionalism, and the highest standard of confidentiality.

Team & Administrative Support

• Provide administrative support across the wider team.
• Maintain the company website and assist with marketing materials.
• Foster strong relationships with internal colleagues, clients, and service providers.

Funds Operations Support

• Assist with the preparation of portfolio reports and compliance documentation.
• Help monitor key transaction milestones, loan conditions, and fund reporting requirements.
• Support operational processes to ensure efficiency, compliance, and adherence to AFSL and Australian Credit Licence requirements.
• Maintain accurate records and documentation to support fund operations and compliance activities.

What We’re Looking For

• Proven experience as an Executive Assistant, ideally supporting a senior executive or senior leadership team.
• Background in private credit, wealth management, funds management, or institutional investments.
• Strong organisational skills with the ability to manage competing priorities.
• Exceptional attention to detail and a proactive problem-solving approach.
• Ability to build rapport and maintain professional relationships with diverse stakeholders.
• Comfort with handling confidential information and exercise sound judgment at all times.
• Proficiency in Microsoft Office; experience with fund management systems is a plus.

Why Join Us?

• High-Impact Role: Your work will directly support senior leadership, operational efficiency, and the overall success of the fund.
• Culture: Not a strict 9–5 — we operate in a dynamic investment environment where responsiveness is key and support flexible working arrangements to achieve results.
• Team Environment: Collaborative, supportive, and high-performing team culture.
• Professional Growth: Exposure to both executive-level operations and private credit fund management.
• Excellent Location & Amenities: Our East Melbourne office is well serviced by public transport and offers premium end-of-trip facilities, including, onsite café and restaurant, fully equipped gym, bike storage and secure lockers.