Executive Assistant

2 weeks ago

Melbourne, Australia Aussie Founders Club Full time

**Executive Assistant to the CEO**
Melbourne-based | Hybrid | Full-time
Pathfindr - an AI accelerator helping organisations build lasting capability and culture

We're looking for an Executive Assistant to work side-by-side with our CEO - a sharp, high-output operator moving at pace. This isn’t your typical EA role. You won’t be waiting for instructions - you’ll be a force multiplier. Anticipating needs, managing chaos, and helping to make the right things happen at the right time.

**Why this role matters**:
Pathfindr helps organisations adopt and operationalise AI - not just through strategy, but hands-on training, tooling, and change support. We’re scaling quickly, and with that comes complexity. Your job is to help the CEO (and at times another Director) stay focused on the highest-leverage work - by protecting their time, clearing the path, and keeping them moving in the right direction.

**What you’ll do**:

- Own and manage the CEO’s diary - proactively protecting time and prioritising the important over the urgent
- Coordinate across internal and external stakeholders to align calendars and ensure meetings are well-prepped
- Book and manage travel arrangements with speed and precision
- Track follow-ups and decisions - keeping the CEO on course and ahead of deadlines
- Act as a second brain - not just taking notes, but helping them think, plan and act faster
- Support at least one other Director with diary management and scheduling as needed

**What we’re looking for**:

- 5+ years in an EA or senior coordination role (startup or high-growth experience a plus)
- Outstanding organisational skills and attention to detail
- A proactive communicator - clear, responsive, and confident
- Calm under pressure and comfortable with shifting priorities
- Able to operate with trust and discretion - you're often in the room where it happens
- Bias toward action - you see a gap, you close it

**Bonus points if you...**:

- Have supported a founder or C-suite exec in a fast-paced environment
- Think in systems - you love building better ways of working
- Are energised by variety, ambiguity, and solving things on the fly
- Know how to handle last-minute changes and keep everything (and everyone) moving

**How to apply**:
Send us a brief cover note and a 2-3 minute video answering:

- Why you’re excited about this role
- What makes you a great fit
- How do you use AI (or other tools) to work smarter, stay organised, or get more done?

Don’t overthink it - we’re not looking for polish, just curiosity, initiative and energy.

**This is a role for someone who thrives behind the scenes - sharp, trusted, and always one step ahead.**

If you love creating calm in chaos, thinking like an operator, and making great leaders even better - we’d love to hear from you.

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