Executive Assistant / Office Manager

Frontline Recruitment Group; Melbourne; On-site; AUD 70,000 - 100,000; Full time

Benefits offered by this job

Lucrative salary

Job summary

Frontline Recruitment Group in Melbourne is seeking an Executive Assistant / Office Manager to work closely with senior leadership, turning conversations into action and keeping priorities on track. This role is not traditional administration; you’ll protect leadership time, coordinate follow-through and ensure accountability across the business.

You’ll manage calendars, track actions and deadlines, prepare concise updates, and take on broader office management as the business grows.

Qualifications

• Minimum 3–5 years in executive assistance or office management.
• Strong multitasking and written/verbal communication skills.
• Ability to influence, coordinate and follow through with leadership.

Responsibilities

• Coordinate the day-to-day rhythm of the office and provide practical support across the business.
• Protect senior leadership time by managing requests and prioritising work.
• Track key actions, decisions and deadlines across directors and teams.
• Turn meetings into clear actions with owners and timeframes.
• Gather information, investigate issues and present options before escalation.
• Assess urgency vs importance and escalate appropriately.
• Coordinate calendars, meetings and priorities, adapting plans as needed.
• Take ownership of tasks not requiring direct leadership input.
• Follow up with directors, salespeople and staff to maintain momentum.
• Prepare concise summaries and updates to support timely decisions.
• Identify recurring issues and implement practical improvements.
• Handle confidential matters with discretion and professionalism.
• Take on broader office management as the business grows.

Skills

Executive support

Office management

Calendar management

Coordination

Prioritization

Job description

Frontline Recruitment Group – Melbourne VIC

The Person Behind the Operations. The Right Hand to Leadership. Are you the person who naturally brings order to chaos, turns conversations into action and makes sure nothing falls through the cracks?

We’re looking for a highly organized, proactive and commercially minded Executive Assistant / Office Manager to work closely with senior leadership and help keep a growing business running smoothly. This is not a traditional administrative role, nor is it a sales management position. Instead, you’ll be the person who keeps priorities moving, protects leadership time, coordinates follow-through and ensures the right people are accountable for the right actions.

You’ll need sound judgement, initiative and the confidence to work across all levels of the business. You won’t necessarily have formal authority over everyone, but you’ll know how to influence, follow up and get things done.

The Opportunity

Working closely with senior leadership, you’ll become a trusted central point of coordination across the business. Your role will be to bring structure to competing priorities, ensure decisions translate into action and help senior management focus their time where it matters most. You’ll anticipate issues, resolve routine problems independently, keep track of commitments and make sure important matters reach the right person at the right time. This position will suit someone who enjoys taking ownership, working behind the scenes to make a meaningful impact and becoming increasingly independent as their knowledge of the business grows.

• Coordinate the day-to-day rhythm of the office and provide practical support across the business.
• Protect senior leadership time by managing requests, filtering interruptions and helping prioritize competing demands.
• Track key actions, decisions, commitments and deadlines across directors and team members.
• Turn meetings and conversations into clear actions, assigned responsibilities and timeframes, following up until matters are completed.
• Gather relevant information, investigate issues and present clear options before escalating matters to leadership.
• Assess what is urgent, what is important and what can be resolved without senior management involvement.
• Coordinate calendars, meetings and priorities, adapting plans when circumstances change.
• Take ownership of tasks that do not require direct leadership involvement and redirect work to the appropriate person when needed.
• Follow up directors, salespeople and other team members to maintain accountability and keep work progressing.
• Prepare concise summaries, documents and updates to support timely decision-making.
• Identify recurring issues, communication gaps and unfinished work, implementing practical solutions to prevent problems from repeating.
• Handle confidential business, commercial and personnel matters with discretion.
• Take on broader office management, business coordination and operational responsibilities as the business evolves.

You will bring:

• Exceptional organization and follow-through, with the ability to keep multiple priorities on track.
• Strong judgement and the confidence to distinguish between matters requiring escalation and those you can resolve yourself.
• A practical, solutions-focused approach and the initiative to act without waiting for instructions.
• Clear, direct and professional written and verbal communication.
• The confidence to work with different personalities, including senior leaders and direct communication styles.
• The ability to influence people, gain cooperation and maintain accountability without relying on formal authority.
• Strong calendar, task, document and information management skills.
• The ability to learn new systems, processes and business operations quickly.
• High levels of discretion when handling sensitive or commercially confidential information.
• A calm, steady approach when priorities shift, pressure increases or things become disorganized.
• The confidence to ask questions, challenge constructively and keep things moving.

What Success Looks Like You’ll know you’re succeeding when:

• Senior management spends less time on avoidable administration, interruptions and repeated follow-ups.
• Important actions have clear owners, deadlines and outcomes.
• Meetings lead to decisions and completed tasks rather than more conversations.
• Team members understand what is happening, who is responsible and what needs to happen next.
• Routine problems are resolved before they unnecessarily reach senior leadership.
• The office remains organized and priorities stay visible, even during busy periods.
• Leadership can trust that commitments will be tracked, information handled appropriately and tasks completed.
• You become an increasingly independent and trusted member of the business.

What's on Offer?

• Lucrative salary for the right person.
• A high-trust position working directly with senior leadership.
• Genuine autonomy to take ownership and improve how the business operates.
• A broad role combining executive support, office management and business coordination.
• The opportunity to influence processes, improve accountability and make a measurable difference.
• A position where initiative, sound judgement and practical problem-solving are valued.
• A Carrum Downs location with the opportunity to develop into a broader operational support role over time.

If you can bring structure to complexity, keep people accountable and give senior leadership the space to focus on growing the business, this could be the opportunity you’ve been looking for.

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