Executive Assistant

About The Commons

The Commons is an ecosystem of entrepreneurs, businesses, and curious minds—working, connecting, and growing under a common roof. Driven by the sincere desire to see people flourish, we support curiosity and believe in the collective power of people to instigate change. Our focus is on building and strengthening community, and we challenge the status quo in an effort to innovate.

As a fast-growing team, we offer endless opportunities for professional development, career progression, and collaboration with some of the brightest minds in the industry. We thrive on creativity, innovation, and a strong team culture that champions fresh ideas and ambitious thinking. If you're looking for a dynamic workplace where no two days are the same, where your contributions truly make an impact, and where you'll be surrounded by passionate, like-minded individuals - The Commons is the place to be.

Primary Purpose of Role

This Executive Assistant is a key support role designed to enable the CEO and Finance Director to operate at peak performance by managing their day-to-day priorities, calendars and communications. This role ensures the smooth coordination of strategic meetings, internal operations and leadership rhythms. You'll also provide ad hoc support to another Director as needed, contributing to broader team efficiency and cohesion.

With a strong focus on organisation, discretion and forward-thinking, this role is critical to maintaining clarity, focus and momentum across our executive operations.

Key Responsibilities

This is a position for someone who wants to be a trusted partner so senior leaders, build deep working relationships across the business and contribute meaningfully to the culture and performance of The Commons.

• Provide high-level executive support to the CEO and Finance Director, including personal and professional calendar management, inbox oversight, meeting coordination and travel arrangements
• Filter and manage inbound requests (internal and external) with discretion and good judgement
• Offer ad hoc support to another Director as needed, ensuring flexibility and responsiveness across leadership priorities
• Organise and manage leadership events such as strategy sessions, offsites and business reviews, including logistics, agenda preparation and follow-ups
• Prepare, proof and coordinate development of agendas, briefing documents, reports, presentations and internal communications
• Providing general administrative support and ad hoc tasks as required
• Track and follow up on key actions, deliverables and strategic initiatives to ensure momentum and accountability
• Act as a central liaison between the executive team, internal teams and external stakeholders, ensuring timely, respectful and solutions-focussed communication
• Coordinate and process expenses, reimbursements and approvals while maintaining accurate records and documentation
• Collaborate with the Office Coordinator, COO, People & Culture Manager to support broader team initiatives, internal events and company-wide cultural moments
• Liaise with the Marketing team to ensure brand integrity across public-facing moments
• Anticipate needs and take a proactive, strategic approach to time and task management.
• Continuously identify and implement efficiency improvements, including the use of digital tools to streamline workflows
• Maintain a high level of professionalism, confidentiality and care in everything that you do

What You'll Bring:

• 5+ years' experience in an Executive Assistant or senior support role.
• A proven track record of supporting senior or C-level leaders in dynamic, fast-paced environments.
• Exceptional time management, organisational skills, and attention to detail.
• Professionalism, discretion, and a warm, collaborative approach.
• Strong written and verbal communication skills.
• Ability to manage multiple stakeholders and adapt to shifting priorities.
• Experience using GSuite, Slack, Notion, Zoom or similar digital tools.

Benefits of Working at The Commons

• Central HQ location
• Hybrid work set up with 1 WFH day per week
• Free counselling sessions
• Birthday leave
• Quarterly team dinners & generous awards
• Ability to work across different locations
• Birthday & anniversary gifts
• State social committees with monthly events ranging from pub drinks, picnics,
  bowling, movie screenings and beyond
• Weekly events program e.g. breakfast club, yoga & drinks
• Additional paid maternity leave
• Exclusive annual Halloween party
• Further education program to support in developing yourself personally
  and professionally

Values

All actions and behaviours must align with the company's core values:

• Putting people first
• Fostering a strong workplace culture
• Collaborating as a team
• Continuously learning and evolving