Executive Assistant, Marketing & Client Services

Allens; Sydney; On-site; AUD 99,000 - 121,000; Full time

Benefits offered by this job

Flexible WFH arrangements

12 ADOs per year

Four weeks annual leave

Job summary

Paxus is seeking an experienced Executive Assistant to support a senior leader in a fast-paced environment. You will manage diary, travel, meetings, and correspondence, while maintaining discretion with confidential information.

The role requires advanced MS Office skills and a proactive, organised approach. You will work closely with senior executives, coordinating governance activities and ensuring efficient operations across the office.

Qualifications

• Demonstrated experience supporting a CEO, executive or senior leader in a complex organisation (APS experience valued).
• Exceptional diary management, prioritisation and organisational skills.
• Strong minute-taking, correspondence and document preparation experience.
• Excellent written communication and meticulous attention to detail.
• Ability to handle sensitive information with discretion.
• Advanced Microsoft Office 365 skills (Outlook, Word, Excel, Teams, SharePoint).

Responsibilities

• Provide high-level executive support to a Senior Executive or leadership team.
• Manage complex diaries, appointments, travel and correspondence.
• Prepare and review meeting papers, agendas, briefings and reports for executives.
• Draft and edit professional correspondence, presentations and documents.
• Record and follow up actions from meetings and maintain information flow.
• Coordinate travel, events and meetings, including agendas and minutes.

Skills

Executive support

Diary management

Minutes taking

Communication

Discretion & confidentiality

Microsoft Office 365

Tools

Outlook

Word

Excel

Teams

SharePoint

Job description

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Executive Assistant

Sydney Self Employed

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Job Description

We are looking for a new executive assistant to support our executive team. You will manage mostly business related tasks for the team such as creating reports, organising travel and accommodation, taking minutes, and other organisational tasks. To do this role properly you should have a detailed understanding of the full Microsoft Office suite, be extremely fast at solving problems and have experience as an executive or administration assistant in the past.

Preparing financial statements, reports, memos, invoices letters, and other documents.

Answering phones and routing calls to the correct person or taking messages.

Filing and retrieving corporate records, documents, and reports.

Researching and conducting data to prepare documents for review and presentation by boards of directors, committees, and executives.

Helping prepare for meetings.

Accurately recording minutes from meetings.

Greeting visitors and deciding if they should be able to meet with executives.

Using various software, including word processing, spreadsheets, databases, and presentation software.

Reading and analysing incoming memos, submissions, and distributing them as needed.

Making travel arrangements for executives.

Performing office duties that include ordering supplies and managing a records database.

Experience as a virtual assistant.

Location: Sydney
Classification: APS 6 | Full-time | Non-ongoing (up to 12 months)

About the Role

Are you an organised and proactive professional who thrives on supporting senior leaders?

We’re looking for an experienced Executive Assistant (APS 6) to provide high‑level administrative and executive support within a respected Commonwealth agency. This role is ideal for someone who enjoys working in a fast‑paced environment, can manage competing priorities with confidence, and takes pride in delivering quality outcomes. As the right hand to a Senior Executive, you’ll coordinate day‑to‑day operations, manage key relationships, and help ensure the smooth running of the executive office.

What You’ll Do

• Provide high‑level executive support to a Senior Executive or leadership team
• Manage complex diaries, appointments, travel and correspondence
• Prepare and review meeting papers, agendas, briefings and reports with internal and external stakeholders on behalf of the executive
• Draft and edit professional correspondence, presentations and documentation
• Track priorities, follow up actions and maintain strong information flow
• Support governance activities, meetings and committee coordination
• Maintain accurate records and ensure administrative processes are efficient and compliant

About You

You’re a trusted professional who can anticipate needs, stay two steps ahead, and make things happen. You bring a calm, solutions‑focused approach and can manage sensitive information with discretion and care. To succeed in this role, you’ll need:

• Demonstrated experience providing executive or senior administrative support in a complex environment (APS experience highly regarded)
• Strong organisational and time‑management skills, with the ability to juggle multiple priorities
• Excellent communication and stakeholder engagement skills
• High attention to detail, accuracy and professional presentation
• Sound judgement, discretion and the ability to work with minimal supervision
• Proficiency with Microsoft Office and experience using government or enterprise systems
• Applicants must be Australian citizens
• Ability to obtain and maintain a Baseline security clearance
• This is a non‑ongoing APS 6 position for up to 12 months

Why You’ll Love Working Here

You’ll join a supportive and purpose‑driven Commonwealth team that values collaboration, professionalism and integrity.

We offer:

• A positive and inclusive workplace culture
• Opportunities to work closely with senior leaders and gain exposure to strategic projects
• Competitive APS 6 salary and benefits

Paxus values diversity and welcomes applications from Indigenous Australians, people from diverse cultural and linguistic backgrounds and people living with a disability. If you require an adjustment to the recruitment process, including the application form in an alternate format, please contact me on the above contact details.

Full Australian working rights are required for this role.
ROLE DETAILS

• Salary up to $110,000, dependent on experience
• Sydney
• ASAP start
• Full-time, 40 hours per week
• Flexible WFH arrangements as desired
• Initial temp-to-perm opportunity, with a genuine pathway to permanent employment for the right person

ABOUT THE COMPANY
Join a respected, values‑led member organisation known for its collaborative culture, strong sense of purpose and commitment to its people. You’ll work within a supportive and down‑to‑earth environment where flexibility, trust and work‑life balance are genuinely valued. With a broader network and multiple career pathways, the organisation actively supports professional development, further study and internal growth.

ABOUT THE ROLE
This is a high‑trust Executive Assistant role supporting a senior leader with the smooth running of their day, priorities and key commitments. You’ll take ownership of diary management, meetings, correspondence and follow‑up, while acting as a trusted gatekeeper and point of coordination. Success will come from anticipating needs, exercising sound judgement and building positive relationships across a complex stakeholder environment.

DUTIES

• Manage a busy executive diary, scheduling priorities and protecting time effectively
• Coordinate meetings, agendas, papers, minutes, actions, catering and logistics
• Act as a trusted gatekeeper, managing requests and helping keep the executive on schedule
• Draft accurate correspondence, letters, briefings, reports and internal documents
• Monitor actions and follow up commitments arising from meetings and leadership decisions
• Coordinate travel, events, conferences, delegations and other executive logistics
• Manage sensitive information with a high degree of confidentiality and discretion
• Build strong relationships across internal teams, members and external stakeholders
• Anticipate priorities, identify potential issues and take initiative without waiting to be asked
• Maintain accurate records, files and administrative systems
• Provide practical administrative support across the wider office when required

SKILLS & EXPERIENCE

• Demonstrated experience supporting a CEO, executive, senior leader or equivalent in a complex organisation
• Exceptional diary management, prioritisation and organisational skills
• Strong minute‑taking, correspondence and document preparation experience
• Excellent written communication skills and meticulous attention to detail
• Proven ability to handle sensitive and confidential information with discretion
• Strong interpersonal skills with the confidence to work across varied personalities and stakeholder groups
• High levels of judgement, tact and stakeholder awareness in a member‑focused environment
• Ability to work autonomously, anticipate needs and proactively solve problems
• Advanced Microsoft Office 365 skills, including Outlook, Word, Excel, Teams and SharePoint
• Experience within a member‑based, government, legal, not‑for‑profit, association or similarly complex organisation will be highly regarded

BENEFITS

• Salary up to $110,000, dependent on experience
• Genuine temp‑to‑perm pathway and long‑term stability
• Flexible WFH arrangements and working hours
• 12 ADOs per year within the permanent employment arrangement
• Four weeks annual leave and generous personal leave provisions upon permanent conversion
• Mobile phone and computer provided
• Support for professional development, further study and upskilling
• Potential career pathways across a broader organisational network
• Supportive, down‑to‑earth culture with genuine work‑life balance

An exceptional opportunity has become available for an accomplished Executive Assistant to partner 1:1 with the Managing Director of a boutique property asset management business. Your experience will be valued and your judgement trusted. In a smaller business, your work makes a visible difference every day. Supporting one executive allows you to anticipate their needs, stay ahead of their priorities and gain real insight into investor relationships and the strategy behind a quality property portfolio. Full time and office based, the role places you at the centre of a close team. It will suit an experienced EA seeking a long‑term position with a senior executive who values a true partnership.

Our client is a boutique property asset management firm known for its disciplined approach and long‑standing investor relationships. It is a professional, collaborative environment where every team member plays an important part.

Reporting directly to the Managing Director, you will be their trusted right hand and a key point of contact for investors, tenants and advisers. No two days are the same, and you will have real scope to take ownership and help shape how the office runs.

Key responsibilities include:

• Complex diary and inbox management, prioritising competing demands
• Coordinating domestic and international travel and itineraries
• Preparing board papers, investor reports, presentations and correspondence
• Organising meetings, site visits, investor events and board meetings, including agendas and minutes
• Managing expenses and confidential information with discretion
• Building strong relationships with investors, tenants, advisers and the team
• Supporting ad‑hoc projects as required