Executive Team Assistant

Boutique Recruitment Limited; Sydney; On-site; AUD 108,000 - 132,000; Full time

Job summary

Boutique Recruitment Limited in Sydney is seeking an experienced Executive Team Assistant to support a senior executive and the wider governance team. This full-time, office-based role spans diary management, board coordination, travel planning and event support.

You will coordinate approvals, prepare briefing materials and maintain governance processes while liaising with internal and external stakeholders.

Qualifications

• Experience supporting a senior executive with diary management, meetings, travel and expenses.
• Exposure to governance processes, Board papers, reporting cycles or formal meetings.
• Excellent written communication, document formatting and presentation skills.
• Confidence working with senior executives, Board members and external stakeholders.

Responsibilities

• Manage a senior executive's diary, meetings, travel and expenses
• Coordinate team meetings, planning activities, reporting cycles and events
• Prepare presentations, briefing papers, correspondence and meeting materials
• Coordinate Board and committee papers, approvals, deadlines and version control
• Track actions, key commitments and deliverables
• Arrange domestic travel, accommodation and detailed itineraries
• Process purchase orders, invoices and procurement documentation
• Maintain team calendars, records, shared workspaces, SharePoint sites and CRM information
• Coordinate meeting rooms, catering, visitors and technology requirements
• Assist with Board travel, expenses, dinners and event logistics
• Provide practical support for CEO meetings and Sydney-based engagements
• Liaise professionally with executives, Board members and internal and external stakeholders
• Provide administrative coverage across the broader support team when required

Skills

Diary management

Meeting coordination

Travel & expenses

Governance experience

Board papers

Communication skills

Stakeholder management

Discretion

Attention to detail

Microsoft Office

Copilot / AI tools

Tools

Microsoft Copilot

Job description

The Opportunity

An exciting opportunity has become available for an experienced ExecutiveTeam Assistant to join a highly regarded organisation in Sydney.

This broad and visible position combines team coordination, executive support and governance administration. You will provide dedicated support to a senior executive while ensuring the wider team operates in an organised, professional and efficient manner. You will also assist with Board activities, corporate events and occasional support for the CEO's office when required.

This is a full-time, office-based position working Monday to Friday, 120,000 package

Key Responsibilities

• Manage a senior executive's diary, meetings, travel and expenses
• Coordinate team meetings, planning activities, reporting cycles and events
• Prepare presentations, briefing papers, correspondence and meeting materials
• Coordinate Board and committee papers, approvals, deadlines and version control
• Track actions, key commitments and deliverables
• Arrange domestic travel, accommodation and detailed itineraries
• Process purchase orders, invoices and procurement documentation
• Maintain team calendars, records, shared workspaces, SharePoint sites and CRM information
• Coordinate meeting rooms, catering, visitors and technology requirements
• Assist with Board travel, expenses, dinners and event logistics
• Provide practical support for CEO meetings and Sydney-based engagements
• Liaise professionally with executives, Board members and internal and external stakeholders
• Provide administrative coverage across the broader support team when required

About You

You will be a proactive and polished coordinator who enjoys taking ownership, anticipating requirements and keeping multiple priorities moving.

You will ideally bring:

• Previous experience as a Team Coordinator, Team Administrator, Executive Support Officer or Senior Administrator
• Experience supporting a senior executive with diary management, meetings, travel and expenses
• Strong coordination, planning and organisational skills
• Exposure to governance processes, Board papers, reporting cycles or formal meetings
• Excellent written communication, document formatting and presentation skills
• Confidence working with senior executives, Board members and external stakeholders
• Sound judgement and discretion when handling confidential information
• Strong attention to detail and reliable follow-through
• The ability to remain calm and adaptable when priorities change
• Advanced Microsoft Office skills and confidence using collaboration and records-management systems
• Experience within financial services, investment, government, the public sector or professional services would be highly regarded
• Experience using Microsoft Copilot or similar AI tools would be advantageous

Why Apply?

This is an excellent opportunity to join a professional and purpose-driven organisation in a varied position offering senior stakeholder exposure, meaningful responsibility and the ability to make a genuine impact on the effectiveness of the team.

If you are an organised, service-focused and proactive Team Coordinator looking for your next opportunity, we would love to hear from you.