Senior Executive Assistant

Bastion Group; Melbourne; On-site; AUD 90,000 - 130,000; Full time

Job summary

Bastion Group is seeking a Senior Executive Assistant to provide high‑level support to the Managing Director in Melbourne. You will manage a complex diary, coordinate meetings and travel, and act as a trusted partner to the leadership team.

You will anticipate requirements, handle confidential information, and drive executive reporting and governance processes to keep the business moving forward.

Qualifications

• Experience supporting a Managing Director or senior executive.
• Excellent organisational and multitasking abilities.
• Strong written and verbal communication skills.
• Proactive, commercially aware and able to anticipate needs.

Responsibilities

• Provide comprehensive, confidential and proactive support to the Managing Director.
• Manage a complex diary, appointments, meetings and competing priorities.
• Anticipate requirements, monitor outstanding actions and ensure important deadlines are met.
• Manage executive correspondence, approvals, invoices and administrative matters.
• Prepare presentations, reports, meeting papers and executive documentation.
• Coordinate leadership meetings, internal forums and stakeholder engagements.
• Prepare agendas, attend meetings, take minutes and maintain action registers.
• Ensure decisions and follow‑up actions are tracked through to completion.
• Assist with board‑related activities and executive reporting.
• Coordinate domestic and international travel, accommodation and itineraries.
• Act as a key liaison between the Managing Director, employees, leadership team, clients and external stakeholders.
• Facilitate effective communication across departments and maintain strong professional relationships.
• Assist with business projects, strategic initiatives and operational improvements.
• Coordinate documentation, project activities and stakeholder requirements.
• Support office management and general business administration.
• Identify opportunities to improve systems, processes and administrative efficiencies.

Job description

Senior Executive Assistant to the Managing Director

Be the trusted right hand to the Managing Director | Executive influence | Varied and rewarding role

Are you an experienced Executive Assistant who thrives on being one step ahead, takes pride in keeping a business running smoothly and enjoys being involved beyond traditional executive administration?

My busy client is seeking a highly organised, proactive and commercially minded Senior Executive Assistant to provide high-level support to the Managing Director.

This is a pivotal position for someone who enjoys working at the heart of a business, managing competing priorities, building strong stakeholder relationships and ensuring that important business activities keep moving forward.

Working closely with the Managing Director and broader leadership team, you will play an integral role in coordinating executive priorities, facilitating communication, supporting business initiatives and ensuring the effective day-to-day operation of the business.

The Opportunity

This is much more than a traditional Executive Assistant position. You will become a trusted partner to the Managing Director, providing forward-thinking support, anticipating requirements and taking ownership of the coordination and administration that allows the leadership team to focus on business performance and growth.

Key Responsibilities

Executive & Leadership Support

• Provide comprehensive, confidential and proactive support to the Managing Director.
• Manage a complex diary, appointments, meetings and competing priorities.
• Anticipate requirements, monitor outstanding actions and ensure important deadlines are met.
• Manage executive correspondence, approvals, invoices and administrative matters.
• Prepare presentations, reports, meeting papers and executive documentation.

Meetings & Business Coordination

• Coordinate leadership meetings, internal forums and stakeholder engagements.
• Prepare agendas, attend meetings, take minutes and maintain action registers.
• Ensure decisions and follow-up actions are tracked through to completion.
• Assist with board-related activities and executive reporting.

Travel & Stakeholder Management

• Coordinate domestic and international travel, accommodation and itineraries.
• Act as a key liaison between the Managing Director, employees, leadership team, clients and external stakeholders.
• Facilitate effective communication across departments and maintain strong professional relationships.

Business & Operational Support

• Assist with business projects, strategic initiatives and operational improvements.
• Coordinate documentation, project activities and stakeholder requirements.
• Support office management and general business administration.
• Identify opportunities to improve systems, processes and administrative efficiencies.
• Take ownership of additional projects and priorities as required.

About You

You are an accomplished Executive Assistant who understands what it takes to support a senior executive in a busy and demanding business environment. You are naturally organised, commercially aware and comfortable taking ownership without needing to be constantly directed.

You bring:

• Demonstrated experience supporting a Managing Director, CEO or senior executive.
• Exceptional organisational skills and the ability to manage multiple competing priorities.
• Outstanding written and verbal communication skills.
• Strong stakeholder management and relationship-building capabilities.
• A proactive mindset with the ability to anticipate needs and stay ahead of the curve.
• Excellent attention to detail and a high standard of accuracy.
• Confidence handling confidential and commercially sensitive information.
• Strong Microsoft Office skills and familiarity with business systems.
• The ability to work autonomously, exercise sound judgement and use initiative.

The Person We're Looking For

Above all, you are someone who takes pride in making things happen. You are calm under pressure, adaptable, resourceful and solutions focused.

You enjoy being the person others rely on, have the confidence to engage with stakeholders at all levels and understand the importance of professionalism, discretion and accountability.

If you enjoy a varied role where no two days are quite the same and want to make a meaningful contribution to the effectiveness of a leadership team, this is an excellent opportunity to make your mark.