Executive Assistant to CEO

Employee Matters; Sydney; On-site; AUD 90,000 - 130,000; Full time

Job summary

Employee Matters is recruiting on behalf of a rapidly scaling, global fintech platform to hire an Executive Assistant / Chief of Staff in Sydney. You will support the Global CEO, drive monthly reporting, and act as a right-hand operator across international offices.

You will manage board packs, calendars, travel, and executive communications with a calm, proactive approach and a relentless focus on accountability and process rigor.

Qualifications

• 5+ years supporting C-level executives in fast-paced corporate environments.
• Experience drafting and managing Board/Executive Committee packs.
• Expert MS Word, PowerPoint; ensures executive-grade documents.
• Proficient with Asana, Monday.com, Trello for project management.
• High emotional intelligence and resilience under pressure.
• Strong diary management and travel coordination.

Responsibilities

• Oversee end-to-end board reporting and paper preparation.
• Coordinate inputs from cross-functional leads; manage deadlines.
• Attend meetings to draft minutes and track post-meeting actions.
• Serve as operational proxy for the CEO across global offices.
• Manage complex diary across time zones; travel logistics.
• Prepare investor communications and executive documents.

Skills

Executive support

Board packs

MS Word

PowerPoint

Project management

Asana

Monday.com

Trello

Attention to detail

Emotional intelligence

Tools

Asana

Monday.com

Trello

Job description

About the Opportunity

We are recruiting on behalf of a rapidly scaling, global B2B Financial Technology platform operating across Australia, the US, and Southeast Asia. Combining innovative software solutions with trade financing, the company is undergoing an exciting phase of operational expansion and governance refinement.

We are seeking a resilient, proactive, and exceptionally structured Executive Assistant / Chief of Staff to serve as the primary strategic and operational right hand to the Global Chief Executive Officer.

This is not a traditional administrative gate keeping role. You will be an operational force multiplier—driving executive accountability, overseeing rigorous monthly Board reporting cycles, and ensuring seamless execution across international offices.

Key Responsibilities

• End-to-End Board Reporting: Manage the monthly and quarterly consolidation, drafting, formatting, and delivery of high-quality Board and Committee papers.
• Deadline Management: Establish robust tracking systems to collect inputs from cross-functional executive leads, ensuring Board packs are finalised and distributed on schedule.
• Minutes & Action Tracking: Attend Board and executive leadership meetings, compile concise, unbiased minutes, and drive post-meeting action items across the business.

Operational Leverage & Task Accountability

• Act as an operational proxy for the CEO, following up on assigned tasks across global business heads to guarantee timely completion.
• Implement digital task management tools, checklists, and standardised workflows to streamline executive office operations.
• Synthesise complex business operational metrics into clear executive briefs for decision-making.

Executive Office & Administrative Support

• Master complex, fast-changing diary management across multiple global time zones.
• Coordinate international and domestic travel itineraries, logistics, and expense reconciliations.
• Prepare executive documentation, investor presentations, and external communications.
• Manage general office

About You

To excel in this environment, you must bring a balance of high-level document polish, relentless follow-through, and an optimistic, can-do attitude :

• 5+ years supporting C-level executives in fast-paced corporate environments (Fintech, Technology, Private Equity, or Banking preferred).
• Demonstrated experience drafting, compiling, and managing Board and Executive Committee meeting packs with impeccable attention to detail.
• Exceptional skill in MS Word, PowerPoint, and document production—ensuring executive-grade aesthetic consistency, grammar, and accuracy.
• Strong proficiency using modern digital project and task management software (e.g., Asana, Monday.com, Trello).
• High emotional intelligence, capable of holding senior leaders accountable while constructive in challenging the status quo.
• Upbeat, optimistic, and emotionally resilient under pressure. You naturally default to a calm, solution-focused "thinking mode" rather than an emotional response during high-stress moments
• Operates with meticulous attention to detail, strong professional composure, and proactive initiative—anticipating business needs without needing to be micromanaged.

Workplace Expectations & Benefits

• This role requires a 5-day per week in-office presence in Sydney CBD for the initial 6-month period to build deep alignment with executive leadership.
• Work directly with a highly dynamic, global CEO and help to shape the operational rigor of a market-leading tech business.