Executive Assistant

1 week ago

Melbourne, Victoria, Australia Hays | Office Support Full time $90,000 - $120,000 per year

Your new role

An exciting opportunity has opened for a dynamic and detail-driven Executive Assistant & Senior Business Support Officer to join a high-performing organisation. This role is ideal for someone looking to elevate their career in a fast-paced environment, utilise their administrative skill set supporting multiple directors and project teams. You'll be the go-to person for executive support, office coordination and strategic business administration. Perfect for a proactive multitasker with a tech-savvy mindset and a passion for collaboration.

What you'll need to succeed

Key Responsibilities

  • Deliver comprehensive executive support, including calendar management, travel coordination and handling high-level correspondence.
  • Plan and execute internal events, team functions and catering logistics.
  • Contribute to financial processes such as expense reconciliation, grant support, billing and compliance oversight.
  • Maintain and update business systems including CRM platforms, asset registers and confidential databases.
  • Ensure smooth day-to-day office operations, including facilities oversight, property maintenance and security coordination.
  • Administrative support to the team regarding document handling, creating documents and ad hoc tasks upon request.
  • Prepare and manage meeting agendas, reports, supporting governance and reporting cycles.
  • Provide administrative leadership by coordinating workloads, mentoring support staff, and enhancing workflow efficiency.
  • Provide proactive support across project tasks to ensure timely, efficient, high-quality delivery of project outcomes.
  • Collaborate with internal departments and external stakeholders to support strategic initiatives and strengthen client and employee engagement.
  • Offer IT and systems support, including SharePoint management, onboarding facilitation, equipment maintenance and staff training.
  • Create and manage Excel documents and spreadsheets from scratch, ensuring accuracy and consistency across reporting and communications.

About You

  • With a solid foundation as an executive assistant or senior administrator, you've thrived in dynamic, fast-paced settings where project coordination and operational support are key.
  • Your sharp analytical mindset, clear and confident communication style and ability to work autonomously as a dependable contributor.
  • You're highly skilled in Microsoft Office 365, especially Excel and navigate new systems easily, allowing you to troubleshoot, streamline workflows and embrace new technologies with ease.
  • Your familiarity with business performance indicators and commitment to continuous learning position you as a strategic asset to any organisation.
  • You bring a proven track record in executive-level support, administrative operations and office management, paired with exceptional organisational abilities and a collaborative spirit.
  • A proactive approach is essential in this role. You're someone who steps up, tackles challenges with enthusiasm and supports colleagues with a can-do attitude.
  • Experience within the Not-For-Profit sector is a bonus, along with the initiative to anticipate needs and drive outcomes.

What you need to do now

If you're ready to take the next step in your career, click 'APPLY NOW' to send your updated resume to Talitha Raath at Hays. For any queries, email

Please note, only successful candidates will be contacted.

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