Executive Assistant

**About Us**:
**Position Overview**:
As an **experienced and highly capable Executive Assistant (EA)** you will provide strategic and operational support to the CEO and Chief of Staff. This is a pivotal role in a fast-paced and dynamic environment, requiring initiative, discretion, and the ability to anticipate needs and adapt to shifting priorities.

You will be responsible for managing executive communications, diaries, travel, expense and accounts support, document preparation, and supporting Board reporting. The role also includes broader organisational support across HR, IT coordination, and administrative systems. You will act as a central point of organisation, integral to maintain an organised and efficient workplace, ensuring the Executive team can focus on leadership and growth.

**Reporting to**:Chief of Staff

**Location**:Notting Hill, Victoria, Australia

**Hours**:Permanent full-time (38 hr/week) in-person role

**Key Responsibilities**:
**1. Executive Support**
- Manage the CEO’s and Chief of Staff’s diaries, meetings, travel and inboxes, ensuring priorities are clear and time is optimised.
- Anticipate and prepare materials, briefs, and follow-ups for meetings, ensuring executives are informed and prepared.
- Screen, prioritise and draft correspondence and communications on behalf of the CEO and Chief of Staff, where appropriate.
- Coordinate meeting set-up, including scheduling, agenda preparation, distribution of materials, room or AV bookings, catering, and minute-taking where required.
- Coordinate logistics for internal and external meetings, including Board and investor engagements.

**2. Board and Reporting Support**
- Assist in the preparation of Board and management reports, ensuring accuracy, clarity, and timeliness.
- Collate and synthesise information from multiple sources into executive-ready documents.
- Work closely with the Chief of Staff to support preparation and circulation of Board packs, minutes, and governance records.
- Compile market research and industry intelligence to support executives in developing strategic documents, presentations, and decision-making.
- Maintain and update Board templates, registers, and key governance documentation under the direction of the Company Secretary.

**3. Administration and Record Keeping**
- Greet visitors and coordinate meeting room schedules.
- Maintain office supplies and equipment, ordering replacements and arranging maintenance as needed.
- Oversee filing and document management systems (electronic and physical), ensuring security and easy retrieval.
- Prepare and manage templates, contracts, and records in line with compliance requirements. Develop databases to record contracts and/or records; keep the executive informed of any terms and conditions that impact day-to-day operations (e.g. NDA Registry).
- Coordinate with IT service providers and internal stakeholders to ensure smooth IT operations and support.

**4. Documentation & Record-Keeping**:

- Organise and manage digital and physical files, ensuring easy access and retrieval of important documents.
- Assist with data entry, document formatting, and preparation of reports and presentations.

**5. Financial & Accounting Support**:

- Process and reconcile executive expenses and company cards/accounts.
- Support finance with invoice processing, tracking expenses (e.g Departmental Budgets and R&D spend), and coordinate with the finance department for monthly accounts close procedures and any grant expense reporting/reconciliations.
- Support finance with annual activities such as annual accounts close, R&D expense reporting and audit.
- Assist in maintaining financial records and preparing expense reports as needed.

**6. HR & Team Support**:

- Support recruitment, onboarding and offboarding processes, in collaboration with the Chief of Staff, including preparing new hire paperwork, setting up employee workstations and aligning account and document access as required.
- Assist with HR record keeping, contract administration, and policy documentation.
- Organise internal events, team activities, and recognition initiatives.
- Support the Chief of Staff with the planning, coordination, and delivery of company and staff workshops, strategy sessions, and off-sites.

**7. General Office Support**
- Provide overflow administrative support across the company as required.
- Act as a point of contact for internal staff and external stakeholders on behalf of the CEO.
- Manage and update the Company website as required and maintain frequent (at least once per month) posts on the Company social media sites.
- Maintain confidentiality and handle sensitive information with discretion.
- Monitor and champion policies, processes and procedures and suggest ideas for continuous improvement of the business’ operations and internal governance.

**Requirements**:
**Qualifications and Experience**:

- Proven experience (10+ years) as an Executive Assistant, ideally supporting C-level execut