Senior Executive Assistant & AI-Driven Operations

BoardOutlook Pty; Melbourne; On-site; AUD 90,000 - 120,000; Full time

Job summary

BoardOutlook Pty is seeking an Executive Assistant to support our CEO and executive team in Melbourne. You will manage diaries, inboxes and calendars, while building AI-enabled workflows that streamline governance and communications.

You will own our events program end to end, coordinate meetings across time zones, and ensure confidential information is handled with discretion. A high level of organisation and a proactive mindset are essential.

Qualifications

• Three or more years supporting senior executives, ideally a CEO or founder.
• Experience in scaling businesses, governance, or events is a plus.
• Exceptional organisation, discretion with sensitive matters, and reliability.

Responsibilities

• Manage the CEO's diary and inbox across time zones.
• Coordinate executive and global team meetings, agendas and papers.
• Own the events program end to end, from venues to day-of coordination.
• Build and maintain systems, knowledge base and AI-enabled workflows.
• Run office operations, facilities, and supplier management.

Skills

Executive support

Diary management

AI fluency

Attention to detail

Discretion

Event coordination

Job description

BoardOutlook is looking for an Executive Assistant to support our CEO and executive team, and to run the rhythm of how our leadership team works.

BoardOutlook is looking for an Executive Assistant to support our CEO and executive team, and to run the rhythm of how our leadership team works.

The opportunity

This is a senior support role with real ownership. You will manage the CEO's diary and inbox, run the cadence of our executive and global team forums, own our events program end to end and keep the office running well.

Above all it is a role about organisation and control of the details. A great deal flows across our executive team, much of it confidential, and all of it needs to be tracked, actioned, filed and easy to find again. Much of that infrastructure does not yet exist, so you will design and build the single sources of truth rather than inherit them, and you will own the knowledge base, processes and coordination that keep the team running.

We also want someone genuinely fluent with AI. A great deal of what an EA has traditionally done by hand can now be done far better with the right tools. We are looking for someone who will build those systems, not someone who will do the job the way it has always been done. Get this right and you will be doing work that would ordinarily take three people.

What you will be doing
Executive support

• Managing the CEO's diary and supporting scheduling across the executive team, protecting time for deep work and resolving competing priorities with sound judgement

• Managing the CEO's inbox, and supporting the executive team with email, flagging what matters, drafting responses and making sure nothing important is missed

• Coordinating directly with senior external stakeholders including Chairs, Directors and Company Secretaries across Australian and UK time zones

• Booking travel and accommodation for the executive team, including flights, itineraries and the details that make a trip run properly

• Running the office day to day, including supplies, equipment, visitors, facilities and suppliers

Executive forums and meeting governance

• Running the cadence of our executive and global team meetings, including recurring scheduling across time zones and managing changes to meeting rhythm as the business evolves

• Setting up team and executive meetings, circulating the agenda, confirming attendance and making sure the papers are ready beforehand

• Taking minutes, recording decisions and tracking actions

Events and engagement

• Owning our events register and program end to end, from client boardroom lunches to team events, offsites and end of year celebrations

• Managing venues, catering, suppliers, budgets, payment terms and running orders, and being there on the day to make sure everything runs beautifully

• Supporting client and industry events, including invitations, registrations, materials and being there on the day to make sure everything runs properly

• Running our employee recognition initiatives, including eligibility, communications and prize fulfilment

Marketing and website support

• Coordinating marketing operations activities, including content schedules, newsletter support and cross-functional initiatives

• Publishing and maintaining content on the BoardOutlook website

Systems and knowledge

• Organising and filing the critical documents that flow across the executive team, and building the knowledge base and single sources of truth so that anyone can find what they need

• Using AI to handle work that would otherwise be manual, building repeatable workflows and sharing what you find with the team

• Handling confidential and commercially sensitive information with complete discretion

What we are looking for

We are looking for someone with three or more years supporting senior executives, ideally a CEO or founder, in a fast-paced environment. Experience in a scaling business, professional services, governance, or an events setting would all translate well. What matters most is that you are exceptionally organised, trusted with sensitive matters, and want to be excellent at this.

• A track record of supporting senior executives, managing complex diaries and inboxes, and acting on their behalf with confidence

• Exceptional organisation and attention to detail. You notice the thing that is missing, and you fix it before anyone asks

• Comfort running many moving parts at once, with a system that makes sure none of them are dropped

• Experience running executive or board-level meetings, including agendas, papers, minutes and action tracking

• Real fluency with AI tools, and the instinct to reach for them before doing something manually

• Clear, warm and polished written communication. You will be corresponding with Chairs and Directors on our behalf

• Good judgement about what matters and what can wait, and the confidence to escalate when needed

• Someone who enjoys running an event and cares about the details that make it good, from the venue to the timing to whether people actually had a great time

• Complete discretion with confidential, commercial and people information

What success will look like

You will know you are succeeding when:

• Our executive team spends its time on the work only it can do, because everything around it is handled

• Nothing is missed. Meetings happen, papers arrive, decisions are recorded and actions close

• Our documents, processes and information are organised well enough that anyone can find what they need without asking

• Our events run beautifully and the office is a place people want to come into

• Work that used to be manual is now automated, and the role keeps growing as a result

Why join BoardOutlook?

We are building the category of leadership intelligence. Our clients are the boards and executive teams of some of the largest organisations in Australia and the UK, and the work we do shapes how they lead.

How to apply

Along with your CV, please include a cover letter telling us a little more about yourself and why you believe you would be a great fit for this role.

We would particularly love to hear:

• What interests you about the opportunity and why you would like to work at BoardOutlook.

• What makes you a strong fit, including the experience, capabilities and strengths you would bring to the role.

• How you approach your work, particularly when it comes to organisation, taking ownership, supporting senior executives and using technology or AI to work more effectively.

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