Executive Assistant

At Prospa, we exist to unleash the potential of small business. We are building the future of small business and simplifying cashflow by building a leading platform that helps customers make payments, fund growth and reduce admin. **Join us** **The role**: Are you an action-oriented Executive Assistant who thrives on getting things done and staying two steps ahead? We're looking for someone who loves a fast-paced, collaborative environment and can seamlessly manage complex diaries, coordinate travel, and deliver flawless events. This role provides support to our CEO, Chief People Officer, and Chief Strategy & Commercial Officer, and will also lead one Admin Support team member, ensuring priorities are clear and the broader admin function runs smoothly. **What you'll be doing**: - Provide day-to-day support to three executives, including calendar management and scheduling, inbox/follow-up, monitor and triage inboxes, draft key responses, and track action items. - Provide support and coordination for the weekly Executive meeting. Includes preparing and distributing agendas, coordinating guest presenters, capturing accurate minutes and action items, and ensuring timely follow-up on all decisions and next steps. - Plan and coordinate executive workshops, team conferences, offsites, and other key leadership activities throughout the year, from scheduling and agenda preparation to on-the day logistics and follow-up. - Work with our external consultant to coordinate monthly Board meetings the annual AGM, and other board related meetings acting as the link between internal teams and the consultant. - Coordinate domestic and international travel for executives and their teams, with detailed, seamless itineraries. - Manage expenses and supplier invoices using Concur. - Build strong, positive relationships with internal and external stakeholders, including Board members. - Prepare and handle sensitive documents with absolute discretion and accuracy. - Provide ad-hoc administrative and occasional personal support to executives. - Support the Workplace Experience team with company events and employee engagement activities. - Act as backup for the Workplace Experience Lead, covering facilities management and reception as needed. - Coach and guide the Administrative Support team member, setting priorities and supporting their growth. **What you'll need to succeed**: - Proven track record supporting multiple executives or senior leaders in fast-paced environments. - Execution powerhouse - plans, prioritises, and delivers while staying calm and composed under pressure. - Forward-thinking and proactive, anticipating needs, spotting risks, and seizing opportunities well ahead of time. - Detail-driven and self-sufficient, combining initiative with flawless follow-through. - Clear, confident communicator with exceptional written and verbal skills and a strong oneteam mindset. - Tech-savvy, with advanced Microsoft Word, Excel, and PowerPoint skills, plus experience in Concur or similar expense systems. - Always maintain confidentiality and discretion. - Hands-on and versatile, ready to roll up sleeves for workplace events, facilities, or anything beyond a typical EA remit. **What we offer**: As a busy grow getter, our benefits are here to help you be unstoppable in your mission. Whether it's a lofty career goal, investing in your family, saving the planet or simply feeling fulfilled: - **Growth**: There's something for everyone including learning days, a learning allowance, leadership programs, CliftonStrengths workshops, digital learning, and biannual companywide learning weeks. - **Wellbeing**: Think fitness initiatives, seasonal programs (including flu shots, massages, skin checks, wellness classes), additional "Me Days" and access to holistic EAP coaching. - **Lifestyle**: Find your fit with flexible working options, top notch office facilities and diverse remote/ travel work options. You can also purchase additional leave and take up to 18 weeks paid parental leave. - **Impact**: Join a business that cares and is recertified as carbon neutral. And you can tap into volunteer days, our partnership with Kiva and join a range of employee resource groups. **Why Prospa?**: We're proud to be a certified Great Place to Work and recognised as a Best Workplace for Women, Best Workplace in Technology, and Best Workplace in Australia. We embrace diversity in people and ideas, fostering a collaborative, inclusive, and respectful environment where we celebrate who you naturally are. Don't just take our word for it, check out **Prospa's culture code** to see it for yourself.