Executive Team Assistant — AI-Driven Organizer

BoardOutlook Pty; City of Melbourne; On-site; AUD 65,000 - 90,000; Full time

Job summary

BoardOutlook Pty is seeking a proactive Team Assistant in Melbourne to support our executive team and keep the office running smoothly. You will sit at the centre of a fast-growing company and interact directly with Chairs, Directors and Company Secretaries, building systems and processes that become the single source of truth across the organisation.

The role emphasises organisation, AI-driven efficiency, and hands-on involvement in events, travel, and day-to-day operations.

Qualifications

• Exceptional organisation and attention to detail.
• Comfort with many moving parts and a system to ensure nothing is dropped.
• Real fluency with AI tools and the instinct to use them before manual effort.
• Clear, warm written communication with senior people on our behalf.
• Good judgement about what matters and what can wait.

Responsibilities

• Supporting scheduling and organisation across the executive team, owning diaries and protecting time for deep work.
• Managing email for the executive team, flagging important items and drafting responses.
• Coordinating meetings with Chairs, Directors and Company Secretaries.
• Setting up meetings, circulating agendas, confirming attendance and papers.
• Taking notes and tracking actions from team meetings.
• Organising and filing critical documents and building single sources of truth.
• Planning team events, offsites, lunches and celebrations end-to-end.
• Handling client and industry events, including invitations, registrations and materials.
• Booking travel and accommodation for the executive team.
• Running the office day to day including supplies, facilities and external suppliers.
• Publishing and maintaining content on the BoardOutlook website.
• Using AI to automate repetitive work and share learnings with the team.
• Handling confidential information with complete discretion

Skills

Exceptional organisation

Attention to detail

Fluency with AI tools

Clear written communication

Good judgement

Event coordination

Discretion with information

Job description

BoardOutlook Pty is seeking a proactive Team Assistant in Melbourne to support our executive team and keep the office running smoothly. You will sit at the centre of a fast-growing company and interact directly with Chairs, Directors and Company Secretaries, building systems and processes that become the single source of truth across the organisation.

The role emphasises organisation, AI-driven efficiency, and hands-on involvement in events, travel, and day-to-day operations.