Executive Assistant | Private Office | Melbourne Cbd

Assistant Sydney; Melbourne; On-site; AUD 95,000 - 135,000; Full time

Job summary

Assistant Sydney is seeking an experienced Executive Assistant to support a busy Managing Director in Melbourne's CBD. This high-trust role acts as a true right hand, managing priorities across business, personal and family commitments in a private office environment.

Based in Melbourne’s CBD, the role is full-time and in-office five days per week, with responsibilities spanning diary management, travel arrangements, meetings, and confidential administration required to keep the executive's time

Qualifications

• Experience as an Executive Assistant supporting a senior executive.
• Strong organizational skills and ability to prioritise.
• Excellent written and verbal communication and discretion.

Responsibilities

• Screening and prioritising correspondence and requests.
• Preparing presentations, reports, briefs and meeting docs.
• Research to support meeting prep and decision-making.
• Coordinating meetings: agendas, papers, logistics, minutes.
• Managing expenses and supporting financial admin.
• Managing a complex diary across business and personal commitments.
• Coordinating domestic and international travel.
• Personal assistance including appointments, travel and events.

Skills

Executive support

Time management

MS Office

Discretion

Communication

Tools

Microsoft Office

Job description

• Private Office | Melbourne CBD
• Remuneration paid in line with experience | Full-time Permanent
• Executive Assistant 1:1 to the Managing Director

The Opportunity

A rare opportunity exists for an experienced Executive Assistant to support a busy Managing Director within a dynamic private office environment. This is a high-trust role where you will operate as a true right hand, managing complex priorities across business, personal and family commitments. Based in Melbourne’s CBD, this position requires exceptional organisation, sound judgement and the ability to stay two steps ahead in a fast-moving environment. You will play a pivotal role in ensuring the executive’s time, commitments and operations run seamlessly. This is a full-time, permanent position working in-office five days per week.

The Responsibility

This role will see you providing high-level executive support across a broad scope of responsibilities, requiring strong prioritisation, discretion and adaptability. Key responsibilities include:

• Acting as a trusted gatekeeper, screening and prioritising incoming correspondence, requests and enquiries
• Preparing high-quality presentations, reports, briefs and meeting documentation
• Conducting research and compiling information to support meeting preparation and decision-making
• Coordinating meetings including agendas, papers, logistics and accurate minutes
• Building and maintaining professional relationships with key stakeholders
• Managing expenses and supporting financial administration tasks

Diary & Travel Management

• Proactively managing a complex and ever-changing diary across business and personal commitments
• Coordinating domestic and international travel including flights, accommodation, visas and ground transport
• Preparing detailed itineraries and travel packs
• Managing last-minute travel changes and disruptions

Operations, Property & Personal Support

• Supporting the management of residential properties, coordinating suppliers and maintenance
• Liaising with trades, cleaners and service providers
• Providing high-level personal assistance including coordinating appointments, travel and events
• Managing personal expenses, frequent flyer programs and key personal administration
• Supporting household operations and family logistics where required

The Expertise

To succeed in this role, you will be a highly organised and proactive Executive Assistant who thrives in a fast-paced, high-trust environment. You will bring:

• Previous experience in a similar Executive Assistant role supporting a senior executive
• Exceptional organisational and time management skills
• Strong written and verbal communication skills
• Intermediate to advanced Microsoft Office skills
• Excellent attention to detail and problem-solving ability
• The ability to work autonomously while managing competing priorities
• A proactive, solutions-focused mindset
• Absolute discretion, professionalism and confidentiality

You will be someone who enjoys operating behind the scenes, anticipating needs before they arise and ensuring every detail is managed to the highest standard.

The Next Step

If you are a highly capable Executive Assistant looking for a role where you can operate as a trusted partner to a senior executive, we encourage you to apply.

About Assistant Sydney

Here at Assistant Sydney, our sole focus is to partner with organisations and executives to attract the very best office support talent. Our ambition is to be recognised as the most respected office support recruitment firm in Australia. We build personal relationships with the best Office Support talent across Australia, recruiting positions ranging from Reception through to Executive Assistants on a temporary and permanent basis.