Executive Assistant

• Manage calendars, appointments, and meeting schedules.
• Handle email correspondence and respond to routine inquiries.
• Coordinate virtual meetings and prepare meeting agendas and minutes.
• Maintain and update databases, records, and files.
• Prepare reports, presentations, and business documents.
• Conduct online research and gather information as required.
• Monitor and follow up on tasks, deadlines, and action items.
• Support travel arrangements, event coordination, and logistics when needed.
• Assist with data entry, invoicing, and other administrative tasks.
• Liaise with clients, vendors, and team members professionally and efficiently.

Virtual Assistant – AUS Calendar

• Managing the Group Executive's complex calendar and meeting schedule.
• Providing light-touch executive support to the Executive GM.
• Coordinating Town Halls, leadership offsites, workshops and team events.
• Supporting customer, partner and charity events in partnership with Marketing.
• Planning international executive travel, including flights, accommodation, transport, restaurants, activities and detailed itineraries.
• Preparing monthly Board reporting and executive presentations.
• Tracking actions, projects and key business deliverables.
• Managing expenses, purchase orders and event and travel budgets.
• Supporting business communications and providing ad hoc executive assistance as required.

• Manage a portfolio of medium to large corporate accounts and support Senior Brokers on key accounts
• Build and maintain effective relationships with clients, insurers and internal stakeholders
• Deliver client service in line with agreed service standards and help identify and respond to client needs
• Oversee account retention, defence and growth activity across the portfolio
• Support claims discussions and assist with the negotiation of fair claim settlements for clients
• Coordinate and support Account Executives and administrative staff through clear communication, delegation and performance management

Senior Assistant III – Specialties Broking

• Provide general administrative support across day-to-day operations
• Take notes during meetings or client sessions
• Create closing invoices and manage billing using the client's healthcare management system (Cliniko)
• Assist with report writing and documentation
• Manage social media content creation and scheduling

Virtual Assistant, Healthcare

• Partner closely with our local senior leadership team and provide trusted and high-level administrative support to the President and CEO of Ford Australia and New Zealand.
• Keep the CEO’s office running smoothly by managing a complex calendar and organising critical meetings.
• Handle daily communications with professionalism and care.
• Oversee the day-to-day operations of the National Sales Company office in Richmond.
• Coordinate on-site events, conduct safety audits, and ensure the office remains clean, welcoming, and productive.

• Assist residents with personal care, hygiene, and mobility
• Support residents’ emotional and social needs
• Maintain accurate care documentation
• Collaborate with the clinical and lifestyle teams to enhance resident experiences

Personal Care Assistant

• Prepare agendas, files, and relevant documents for meetings
• Plan business trips and other purposes as the need arises
• Ensure that meeting invites include the agenda
• Capture necessary content from individuals
• Coordinate and document company-wide meetings
• Liaise with internal and external stakeholders ensuring clear communication and time management
• Maintain contact with the manager daily
• Arrange travel for executives
• Create and submit expense reports promptly for executives
• Create purchase requisitions as needed
• Ensure all paperwork is complete and compliant with company policy
• Perform any other ad hoc duties as needed

• Provide remote support to senior executives in Australia and New Zealand
• Manage and coordinate diaries and schedules with internal and external stakeholders on behalf of the executive
• Screen, respond to and/or action emails as necessary
• Arrange the flight and hotel accommodations of the executive, and other logistical requirements (VISA, transfers, etc.)
• Track and submit expenses for reimbursement or payment requisition
• Assist in setting up event logistics (venue, catering, electronic equipment)
• Track, enter and submit the worked hours of the executive
• Build relationships with clients and their EAs, update and maintain client lists

• Owning and improving the end-to-end Board paper process
• Planning and coordinating Board and committee meetings
• Supporting the Company Secretary on key governance calendar items
• Reviewing and updating Company Secretary policies and playbooks

Executive Assistant jobs in Australia

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Virtual Assistant – AUS Calendar

Executive Assistant

Senior Assistant III – Specialties Broking

Virtual Assistant, Healthcare

Executive Assistant

Personal Care Assistant

Executive Assistant

Executive Assistant

Board Operations Manager – Executive Assistant to Board