Executive Assistant to CEO

Location:: Port Melbourne
Sectors: ICT
Employment type: Permanent
Salary: AU$90000 - AU$120000 per annum
Contact name: Ashleigh Martinez-Dyson

Contact email: ashleigh@clearedrecruitment.com.au
Job reference: BBBH2385_1722320778
Published: 7 months ago

Cleared are working with a leading organization in the development of wide-area autonomous optical search systems. Our client excels in the Search, Intelligence, Surveillance, and Reconnaissance sectors, serving Defence, Civil Defence, and Environmental Sustainability applications. They are experts in the design, fabrication, manufacturing, and distribution of these cutting-edge systems.

Vibrant and energetic company with a strong sense of passion and ambition. They have cultivated an inclusive, transparent, and engaging culture, prioritizing the development of a diverse workforce.



About the Role:

  • As the Executive Assistant, you will play a crucial role in supporting the CEO. Your exceptional organizational skills and talents will be key in streamlining their day-to-day activities, allowing them to concentrate on strategic decision-making and leadership responsibilities.
  • You will be responsible for managing the CEO's schedule, coordinating meetings, and handling administrative tasks efficiently. Your proactive approach and ability to anticipate needs will greatly ease the CEO's workload, enabling them to lead the company more effectively.
  • In this dynamic position, you will have the unique opportunity to align your work schedule with the CEO's, who frequently travels internationally. This not only enhances your global exposure but also ensures that you provide optimal support regardless of their location. This role offers variety, engagement, and the chance to make a significant impact!

About you:

  • You have a forward-thinking and dependable nature, always ready to act with an optimistic outlook.
  • Your communication skills are clear and adaptable, capable of adjusting your tone to suit any audience.
  • You demonstrate a keen understanding of business and are well-versed in commercial matters.
  • In a dynamic environment, you have the capacity to juggle multiple tasks and prioritise them effectively.
  • Lastly, within the ever-changing landscape of a startup, your role will be diverse with ample room for advancement, and you embrace this with a mindset focused on continual growth.
  • You possess the adaptability to modify your work schedule as needed.


Key Responsibilities:

  • Manage the CEO's calendar, schedule, and communications with initiative, anticipating needs and addressing them proactively.
  • Oversee inbox management with prompt action, liaise with stakeholders, and handle all communication tasks. Draft, revise, and proofread reports, presentations, and general correspondence.
  • Prepare meeting agendas and briefings, record minutes, coordinate actions, and ensure deadlines are met.
  • Identify and implement enhancements to company systems and processes to boost efficiency.
  • Manage office supplies and equipment, coordinate with vendors, and oversee and report on expenses for the CEO.
  • Organize and coordinate domestic and international travel, including flights, accommodations, and transportation. Prepare travel itineraries and manage Exhibition and Demonstration events, including planning, registration, and attendance at Trade Shows.
  • Assist the CEO with various projects, including research, drafting marketing content, and exploring new opportunities.


Your experience and skills:

  • Proven experience as an Executive Assistant to CEO or in a similar role, providing support to senior leadership.
  • Exceptional organizational and time-management skills.
  • Strong written communication abilities, with a talent for crafting polished and impactful messages.
  • Proficiency in Microsoft Office and Xero.
  • Positive attitude and ability to thrive in a fast-paced environment.
  • Ability to quickly adapt to changing priorities.
  • Bachelor's degree in business administration, Commerce, Accounting, or Communications, or 3 years of relevant professional experience.
  • Defence experience is highly desirable

If this job sounds like you, apply today!

Cleared Recruitment is leading the way for Defence recruitment services, bringing together some of Australia's best talent in ICT, Engineering and business and connecting those with specialised and future thinking Defence industry suppliers to ensure Australia is mission-ready at all times.