Administrative Assistant, Melbourne

We are seeking a highly organized and strategic Executive Assistant to join our Melbourne office and provide high‑level support to the Australia Service Provider leadership team. This role goes beyond traditional administrative support; you will act as a true Business Partner to the leadership group.

Role and Impact

• Calendar Management – Proactively manage complex evolving calendars, prioritize commitments based on business objectives, resolve scheduling conflicts with diplomacy across multiple time zones (Australia, Asia Pacific, and US).
• Rhythm of Business – Own the operational cadence of the leadership team, coordinate meetings, track follow‑up action items, prepare agendas, and ensure key business milestones and reporting cycles are met on time.
• Stakeholder Liaison – Serve as a primary point of contact for internal departments and external C‑suite customers from major accounts, acting as a gatekeeper while fostering positive relationships across the organization.
• Travel and Expense Management – Coordinate domestic and international travel arrangements, manage expense reporting with strict adherence to company policy, ensuring timely processing and reconciliation.

Required Skills

• Exceptional organizational skills and the ability to manage multiple competing priorities in a high‑pressure environment.
• Expert‑level proficiency in Outlook, Webex, and Microsoft Teams.
• Highly developed verbal and written communication skills; ability to draft clear, concise correspondence and interact effectively with executive‑level stakeholders.
• Demonstrated experience handling sensitive, confidential, and proprietary information with discretion, integrity, and professional judgment.
• Forward‑thinking mindset with the ability to anticipate needs and resolve issues before they arise; a self‑starter who thrives on taking ownership of processes and driving improvements in team efficiency.

Location: Melbourne, Australia. This position supports the Australia Service Provider leadership team and operates across multiple time zones.

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