Executive Assistant / Office Manager

Recruitly; Melbourne; On-site; AUD 90,000 - 120,000; Full time

Benefits offered by this job

Flexible WFH

Job summary

Recruitly on Collins Street, Melbourne, seeks an experienced Executive Assistant to support a Founding Partner in a fast-paced consultancy. You will expertly manage a demanding diary, coordinate meetings, travel and client materials, and provide light office coordination to sustain a collaborative team culture.

Ideal candidates bring maturity, strong judgement and a proactive style, with experience in professional services and a client-focused mindset, ensuring busy schedules run smoothly.

Qualifications

• Experience as an EA in a professional services environment.
• Ability to manage a demanding calendar for a senior leader.
• Strong written and verbal communication across stakeholders.

Responsibilities

• Proactively manage a complex, fast-moving diary and coordinate meetings.
• Anticipate scheduling pressures and protect time for strategic work.
• Act as a key contact for meeting requests with senior clients and partners.
• Coordinate all meeting logistics, agendas, and briefing materials.
• Handle last-minute changes with sound judgement and escalation when needed.
• Arrange travel, accommodation, and detailed itineraries.
• Assist with executive correspondence, expense reconciliations and admin.
• Support creation and coordination of client materials and branding.

Skills

Diary management

Calendar prioritization

Stakeholder liaison

Communication

Tools

Microsoft Office

Video conferencing tools

Job description

Lovely Collins St office with flex to WFH

The Opportunity

An exciting opportunity has become available to join a highly regarded, award winning Strategic Communications & Advisory Consultancy in a pivotal Executive Assistant/Office Manager role. You'll have the opportunity to work alongside a smart, collaborative team that solves complex issues in change management, reputation and crisis control and stakeholder/community engagement, and will love the flexible, team oriented environment and polished Collins Street office.

The Role

Working closely with the firm's Founding Partner and Chair, you'll provide proactive, high-level executive support, ensuring an exceptionally busy diary, client commitments and competing priorities are managed seamlessly. This is a role for an experienced, highly capable EA who thrives in a fast-paced professional environment, enjoys being one step ahead and takes genuine satisfaction in bringing organisation and calm to a demanding schedule. With the majority of your time dedicated to managing a complex and constantly evolving diary, you'll become a trusted right hand to the Founding Partner, ensuring her time is prioritised effectively and that meetings, commitments and deadlines run smoothly. You'll also provide broader support and light-touch office coordination, contributing to the smooth running of the business and its collaborative team culture.

Key responsibilities will include:

• Proactively managing a complex, fast-moving diary, coordinating internal and external meetings, appointments and competing priorities
• Anticipating scheduling pressures, resolving conflicts and protecting time for strategic work, client commitments, preparation and follow-up
• Acting as a key point of contact for meeting requests, liaising professionally with senior clients, stakeholders, Partners and colleagues
• Coordinating all meeting logistics, including invitations, attendees, locations, video links, agendas and briefing materials
• Managing last-minute changes calmly and efficiently, exercising sound judgement around priorities and escalating matters when required
• Coordinating travel arrangements, accommodation and detailed itineraries
• Assisting with executive correspondence, expense and credit card reconciliations, follow-up actions and general administration
• Supporting the preparation and coordination of client programme materials, presentations and documentation, including proofreading, formatting and ensuring consistency with brand standards
• Overseeing general office requirements, including stationery, supplies, office presentation, facilities maintenance and liaison with building management and suppliers
• Assisting with new starter onboarding logistics, meeting-room readiness and coordinating occasional team events and celebrations

About You

We're looking for an experienced, proactive Executive Assistant who brings maturity, sound judgement and a genuine commitment to providing outstanding support. Ideally, you'll have had experience in a professional services environment and can confidently manage a demanding executive diary, anticipate what's coming next and juggle multiple moving priorities. Yourcalm, adaptable and resourceful approach, particularly when dealing with changing priorities and last-minute requests, and your warm, collaborative and down-to-earth manner, with a genuine willingness to pitch in and contribute to the broader team will be the real key to your success. This is an opportunity to work alongside an accomplished senior leader within an established and respected consultancy, supporting interesting and meaningful client work across communications, organisational change and transformation.