Executive Assistant - FT - AU

About the Role

Our client is seeking a highly organized, proactive, and professional Senior Executive Assistant to provide dedicated support to a senior executive while also assisting the wider team. This is a fast-paced role requiring exceptional organizational skills, strong communication skills, and the ability to anticipate needs while managing multiple priorities.

The successful candidate will play a key role in ensuring the executive's schedule is well-managed, meetings are coordinated efficiently, and day-to-day operations run smoothly. Previous experience supporting executives within the recruitment, talent acquisition, or staffing industry will be highly regarded.

Working Hours

• Full-time
• Australian business hours (8-hour shift between 8:00 AM and 6:00 PM AEST/AEDT)
• Fully remote

Key Responsibilities

• Manage and coordinate the executive's calendar, ensuring priorities, focus time, and breaks are protected.
• Schedule and coordinate meetings with clients, candidates, and internal stakeholders.
• Communicate professionally with clients and candidates via phone and email.
• Coordinate business travel arrangements, including flights, accommodation, and itineraries.
• Manage personal appointments and scheduling for the executive as required.
• Assist with event planning, coordination, and logistics.
• Support the wider team with administrative and coordination tasks when required.
• Maintain accurate records and update relevant CRM and business systems.
• Prepare documents, presentations, reports, and other business correspondence.
• Proactively identify scheduling conflicts and recommend practical solutions.
• Build and maintain professional relationships with clients, candidates, and internal stakeholders while handling confidential information with discretion.

Requirements

• Previous experience as a Senior Executive Assistant, Executive Assistant, Personal Assistant, or in a similar executive support role.
• Excellent verbal and written English communication skills with the confidence to communicate professionally with clients and candidates over the phone.
• Highly organized with exceptional time management skills and strong attention to detail.
• Proactive, resourceful, and able to anticipate the needs of a busy executive.
• Ability to multitask, prioritize competing deadlines, and perform effectively in a fast-paced environment.
• Professional, discreet, and capable of handling confidential information with integrity.
• Strong problem-solving skills with the ability to work independently and take initiative.
• Proficiency in Microsoft 365, LinkedIn, and Canva.
• Experience using Atlas CRM, Bullhorn, or similar CRM/ATS platforms is highly desirable. Training will be provided where required.
• Familiarity with Metaview AI Note Taker or similar AI productivity tools is an advantage.
• Previous experience supporting a recruitment agency or working within the recruitment, talent acquisition, or staffing industry is highly desirable.
• A reliable internet connection and a professional home office setup suitable for remote work.