Executive Assistant to CEO

Employee Matters; Sydney; On-site; AUD 120,000 - 180,000; Full time

Benefits offered by this job

In-office Sydney CBD

Job summary

Employee Matters is recruiting an Executive Assistant / Chief of Staff to support the Global CEO. The role focuses on driving executive accountability, Board reporting, and cross‑regional execution across Sydney and international offices.

You will operate as a strategic operations partner, coordinating calendars, travel, and documentation while building robust processes for the executive office.

Qualifications

• 5+ years supporting C-level executives in fast-paced environments.
• Experience drafting board and committee meeting packs with high attention to detail.
• Expert in MS Word and PowerPoint with executive-grade aesthetics.
• Proficient with digital project and task tools (Asana, Monday.com, Trello).
• Strong emotional intelligence and resilient under pressure.

Responsibilities

• End-to-End Board Reporting: consolidate, draft, format, and deliver board papers.
• Deadline Management: track inputs and finalise board packs on schedule.
• Minutes & Action Tracking: attend meetings, staff concise minutes, drive actions.
• Executive Office operations: proxy for the CEO and drive cross‑functional follow-ups.
• Diaries, travel, and expenses: manage calendars and travel logistics.
• Prepare executive documents and investor presentations.

Skills

Board reporting

Executive support

Diary management

Travel coordination

MS Word/PowerPoint

Project tools

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.

For candidates who progress through our screening process, we are obliged to ensure that all candidates have the necessary legal right to work in Australia. We will require you to provide evidence prior to an interview.