Executive Assistant (ZED0001)

As Executive Assistant, you will be a trusted advisor and expected to support multiple senior manager and executives, proactively and effectively within the business. You will be expected to understand the business, and demonstrate a high level of business acumen and exceptional organisational skills.


Primary responsibilities include but are not limited to:
Main Responsibilities

  • Management and coordination of agendas for 1:1 and direct report meetings
  • Maintenance of executive’s calendar, email inbox/es, and outbound-inbound enquiries.
  • Writing error-free, eloquent emails and letters.
  • Proactively source sales meet with potential customers and set appointments.
  • Maintain confidentiality and use a high degree of discretion.
  • Full responsibility for day-to-day operations of the executive management function
  • Oversee internal administration processes and system upkeep.
  • Organisation of functions, events, and other ad hoc celebrations throughout the year
  • Coordinate travel and accommodation requirements.
  • Minute taking for meetings.
  • Office Coordination, general office support, and other building matters when required.
  • Taking of inbound and outbound calls as needed.

Account Management

  • Be professional/courteous/polite in all communications.
  • Raise emerging issues, concerns, or areas of opportunity that affect clients’ experience and/or the effectivity and efficiency of processes.
  • Maintain a high level of quality and efficiency on all tasks managed by observing best practice and utilizing available tools.
  • Ensure attendance, participation, and cooperation during knowledge transfer sessions and other meetings.

Ad hoc tasks

  • Tasks deemed necessary to ensure excellent customer experience as determined by management.


Product Knowledge

  • Bachelor’s/College Degree in Business Administration, Management, or other related discipline is a plus, but not required.
  • At least 3 years of experience as an Executive Assistant with stakeholder management skills.
  • Executive assistance experience with law firm/s Is strongly preferred.
  • Strong analytical and computer (primarily Outlook, Excel, and Teams) skills
  • Work experience with Slack, Notion, G Suite, M365.
  • HubSpot experience is advantageous.
  • Strong oral and written communication skills
  • Inbound and outbound call experience is advantageous.
  • Detail-oriented, always able to provide accurate and high-level quality work.
  • Ability to manage multiple priorities while remaining focused on quality and delivery.
  • Good administrative and organizational ability.
  • Ability to learn quickly and think ahead.
  • High level of empathy and mindfulness
  • Works collaboratively and as part of a team building genuine relationships.
  • Provides systematic and dependable follow-up, as well as a high level of organization and preparedness.
  • Maintains workflow under pressure and in a fast-paced, high-profile work environment.
  • Accountability – always following up and staying ahead of the game.
  • Ability to think strategically and execute quality output under tight deadline.
  • Strong time-management skills and presentation skills
  • Hard working and passionate about career and making a difference.

Customer Focus

  • Actively seeks to understand and deliver client needs, expectations, and levels of satisfaction.
  • Able to maintain good relationships with clients and other stakeholders.
  • Proactively seeks solutions for clients.
  • Experience in working with an Australian company is a plus.