Executive Assistant to Director

Private Advertiser; Melbourne; On-site; AUD 70,000 - 110,000; Full time

Job summary

Private Advertiser in Melbourne's Derrimut office seeks an experienced Executive Assistant to support a Director in a busy residential building group. This hands-on role requires anticipating priorities, coordinating complex calendars and handling sensitive information with tact and discretion.

You will work directly with the Director, using AI tools to streamline admin, prepare briefing materials, and ensure decisions are tracked and followed up. A calm, proactive communicator thrives here.

Qualifications

• Experience supporting a Director or senior executive in a fast-paced environment.
• Ability to manage a busy diary and prioritise.
• Excellent judgement and discretion with confidential information.
• Comfort using AI tools to streamline workflows.
• Strong written and verbal communication.

Responsibilities

• Manage a busy diary, anticipate clashes and ensure the Director has what he needs before meetings.
• Coordinate meetings and prepare correspondence, documents and briefing material with a high level of accuracy.
• Track decisions and commitments, follow up with the right people and flag issues before they become urgent.
• Build relationships across the business so you know who to involve, when to escalate and how to handle sensitive matters.
• Look for practical ways to make the Director's day run more smoothly, including where technology can cut down on admin or meeting prep.

Skills

Executive support

Diary management

Communication

Discretion

Stakeholder management

Resilience

Tools

AI tools

Job description

Derrimut, Melbourne | Office-based | Confidential recruitment

Support a hands-on Director in a fast-paced residential building group. Bring sound judgement, discretion and the confidence to keep competing priorities moving.

Work directly with a Director who values pace, precision and follow-through

Take ownership of a busy diary, competing priorities and sensitive matters

Building or construction experience will be highly regarded

The role

We're looking for an experienced Executive Assistant to support a Director of an established residential building group from our Derrimut office.

This is a demanding, hands-on role. Priorities can change quickly, several people may need the Director's time at once, and the details matter. You'll need to work out what needs his attention, what you can handle yourself and what needs a tactful follow-up.

The Director is direct, precise and sets a high bar. He'll tell you plainly when something needs to change, and he values an EA who can be equally clear with him. He's also generous, enjoys a laugh and brings real energy to the office. You'll work well together if you can take direct feedback in stride, speak up when you see an issue and keep your sense of humour on a busy day.

What you'll do

Manage a busy diary, anticipate clashes and make sure the Director has what he needs before meetings.

Coordinate meetings and prepare correspondence, documents and briefing material with a high level of accuracy.

Track decisions and commitments, follow up with the right people and flag issues before they become urgent.

Build relationships across the business so you know who to involve, when to elevate and how to handle sensitive matters.

Look for practical ways to make the Director's day run more smoothly, including where technology can cut down on admin or meeting prep.

What you'll bring

Experience supporting a Director, business owner or senior executive in a fast-paced environment.

Confidence using AI tools at work is essential. You can spot where they'll save time, explain how to use them in plain English and exercise sound judgement with confidential information.

Professional maturity, sound judgement and the ability to read a room.

Confidence to clarify priorities, push back respectfully when needed and follow up without being prompted.

A sharp eye for detail and the composure to reset when plans change.

A track record of handling sensitive information with discretion.

Experience in residential building, construction or property will be highly regarded.

A sound understanding of Sales and Finance would be ideal