Your new company

Are you a polished professional with a “can-do” mindset and exceptional attention to detail?

I am currently recruiting for a full-time, permanent Executive Team Assistant to support a well-established organisation based in Sydney’s vibrant Inner West.

In this pivotal role, you’ll provide high-level organisational and administrative support to the Executive Directors, helping them stay focused on strategic priorities and driving the business forward. Reporting directly to the Executive, you’ll be instrumental in maintaining the seamless day-to-day operations of the executive office and ensuring the leadership team stays coordinated, responsive and aligned.

This is an outstanding opportunity for someone with proven experience assisting senior executives, who thrives in fast-paced, professional environments and takes pride in being one step ahead.

PLEASE NOTE: You must be an Australian Citizen or Permanent Resident to apply!

Your new role

• Provide proactive, high-quality support to the Executive Directors, ensuring seamless management of calendars, travel, meetings, and communications.

• Monitor and manage schedules with an understanding of meeting priorities, preparation needs, travel time, and strategic focus.

• Triage emails, correspondence, and calls, responding or escalating on behalf of the Executive Directors with sound judgment and discretion.

• Support the Executive in ensuring consistent communication, prioritisation, and alignment across the executive office.

• Prepare and coordinate briefing documents, agendas, reports, and presentations for meetings and stakeholder engagement.

• Support executive meetings, including agenda preparation, minute-taking, room bookings, AV setup, and catering.

• Manage complex travel logistics, including bookings, itineraries, and associated meeting coordination.

• Represent the company’s brand professionally in all internal and external interactions.

• Act as a trusted liaison between the Executive Directors and key stakeholders.

• Draft, edit and format professional documents, including correspondence, business plans, reports and presentations aligned with brand and reporting standards.

• Process and reconcile monthly expense claims with appropriate documentation.

• Coordinate the preparation and tracking of executive budgets and expenses.

• Coordinate key business processes such as annual planning cycles, board paper submissions, town halls and follow-ups with relevant teams.

• Support the planning and delivery of key executive events, hospitality functions, briefings and stakeholder engagements - including preparation of run sheets, guest lists, collateral, briefing packs and room setup.

• Prepare and monitor event budgets and timelines, escalating any risks to the executives.

• Coordinate corporate gift procurement and distribution (e.g. Christmas, employee milestone and VIP guests/speaker gifts) with consideration to brand and relationship impact.

• Contribute to the continual improvement of executive and stakeholder engagements, ensuring efficiency, quality, and alignment with strategic goals.
  
  

What you'll need to succeed

• Maintains a high level of confidentiality and diplomacy in handling sensitive matters.

• Manages multiple priorities with precision, accuracy and a proactive mindset.

• Communicates clearly and professionally, both verbally and in writing.

• Anticipates needs, makes informed decisions, and takes initiative to solve problems independently.

• Demonstrates confidence in using Microsoft Office Suite (specifically Outlook, PowerPoint and Excel), and has working knowledge of event tools and digital collaboration platforms.

What you need to do now

If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or alternatively, email me a copy of your most up-to-date resume to Loretta.Callanan@Hays.com.au and I will be in touch.

If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion on your career.