Personal & Executive Assistant to the Managing Director

Pronto Alpha; Perth; Hybrid; AUD 85,000 - 125,000; Full time

Job summary

Pronto Alpha is recruiting a highly organised Personal & Executive Assistant to support the Managing Director in a growing Australian NDIS provider. The role combines executive assistance, business administration and personal coordination to keep the MD's commitments on track.

You will manage calendars, draft correspondence and act as the main liaison with internal teams and external stakeholders, ensuring confidentiality and proactive problem solving in a fast-paced environment.

Qualifications

• Experience as Personal Assistant/Executive Assistant or similar.
• Excellent organisational skills and attention to detail.
• Strong written and verbal communication.
• Ability to manage competing priorities and work independently.
• Discretion, integrity and confidentiality.
• Experience communicating with senior managers and external professionals.
• Proficiency with Microsoft Outlook, Word, Excel and Microsoft 365.
• Comfort working from both Medina office and private home office.

Responsibilities

• Manage the MD's calendar, appointments, meetings and priorities.
• Coordinate emails and communications for the MD within authority.
• Draft emails, letters, reports, presentations and other correspondence.
• Act as central administrative contact between the MD, GM, Operations and external stakeholders.
• Prepare meeting agendas, record action items and follow up outstanding matters.
• Maintain an organised electronic filing system for the MD.
• Track important deadlines, renewals, commitments and outstanding decisions.
• Prepare a weekly executive briefing outlining priorities, upcoming commitments and matters requiring attention.
• Assist with preparation for strategic meetings, presentations and stakeholder engagements.
• Assist the MD in keeping abreast of the overview and health of the company's Master Register.

Skills

Organisational skills

Communication

Discretion

Independent worker

Attention to detail

Project coordination

Tools

Microsoft 365

MS Outlook

MS Word

MS Excel

Job description

Personal & Executive Assistant to the Managing Director

Pronto Alpha is seeking on behalf of its client a highly organised, trustworthy and proactive Personal & Executive Assistant who can provide comprehensive business and personal administrative support to the Managing Director (MD) of a growing NDIS provider south of the river. This is a unique role combining executive assistance, aspects of business administration, aspects of personal administration and coordination of the MD's professional and personal commitments. The successful candidate will act as the MD's administrative right hand, ensuring that commitments are organised, information is readily available, deadlines are met and important matters are followed through.

Key responsibilities

Manage the MD's calendar, appointments, meetings and competing priorities

Coordinate emails, correspondence and communications on behalf of the MD, within agreed authority

Draft professional emails, letters, reports, presentations and other correspondence

Act as a central administrative contact between the Managing Director, General Manager, Operations team and external stakeholders

Prepare meeting agendas, record action items and follow up outstanding matters

Maintain an organised electronic filing system for the MD

Track important deadlines, renewals, commitments and outstanding decisions

Prepare a weekly executive briefing outlining priorities, upcoming commitments and matters requiring attention

Assist with preparation for strategic meetings, presentations and stakeholder engagements

Assist the MD in keeping abreast of the overview and health of the company's Master Register

About you

Demonstrated experience as a Personal Assistant, Executive Assistant, Office Administrator or similar

Exceptional organisational skills and attention to detail

Strong written and verbal communication skills

Ability to manage competing priorities and work independently

High levels of discretion, integrity, reliability and confidentiality

Confidence communicating with senior managers and external professionals

Proficiency in Microsoft Outlook, Word, Excel and other Microsoft 365 applications

Ability to manage sensitive personal, family, employee and business information

A proactive approach to identifying problems and following through on solutions

Willingness to work from both the company's Medina office and a private home office