Senior Executive Assistant

About This Opportunity

Our talent team at Get A Job.ai is representing a confidential defense technology client seeking a Senior Executive Assistant to support 2-3 Vice Presidents within their maritime-focused division in Sydney, Australia. This is a position of high trust where you'll serve as the primary point of contact for internal and external stakeholders while driving cross-functional projects critical to executive leadership.

The ideal candidate will be detail-oriented with exceptional judgment, able to anticipate needs, balance competing priorities, and work effectively under pressure. You'll exercise a high level of professionalism and discretion while acting with limited oversight on complex administrative matters.

Responsibilities

• Provide high-level administrative support to 2-3 VPs including managing calendars, preparing reports, drafting correspondence, coordinating complex travel plans, scheduling meetings, and compiling documents
• Scope and coordinate critical projects and special assignments on behalf of the executives by prioritizing tasks, gaining cooperation from relevant stakeholders, monitoring progress, problem-solving, and making necessary adjustments to ensure timely completion
• Plan and execute day-to-day administrative tasks to ensure smooth workflow for the executives
• Serve as a representative of the executives with an array of internal and external clients
• Maintain executive schedules and act as the primary point of contact for accessing their time
• Identify opportunities to create new processes and systems to effectively support the needs of the executives and their teams
• Produce and prepare reports for the executives on a variety of topics, liaising with members of senior leadership and other members of the business
• Draft and revise memos, emails, agendas, notes, reports, presentations, and other communications to the highest-quality standards
• Plan, execute, oversee, and facilitate all logistical aspects for on-site VIP meetings and events involving the executives, including preparing agendas, presentation materials, and coordinating with internal teams to ensure seamless execution
• Manage sensitive matters with a high level of confidentiality and discretion, especially decisions with significant impact on company operations
• Own and arrange travel, accommodations, itineraries, and all correspondence related to arrangements as needed for the executives

What We're Looking For

• A minimum of 7 years experience supporting VP to C-Suite level executives in a fast-paced corporate environment
• Proven ability to balance multi-departmental projects from conception to execution with little to no supervision
• Excellent written, verbal, and interpersonal communication skills with an approachable style and ability to effectively and professionally interface with high-level executives, clients, employees, and business associates both internal and external
• Strong organizational and time management skills with proven experience in multitasking and working with multiple people and priorities while delivering high-quality results and follow-through
• Demonstrates curiosity and a desire to understand the needs of the executives
• Highly trustworthy with ability to exercise sound discretion and function under highly ambiguous direction with constantly changing requirements
• Proven ability to handle confidential and sensitive information in a professional manner
• Excellent attention to detail and accuracy
• Strong Microsoft Office Suite skills
• Proficient in scheduling meetings in multiple time zones
• Experience as a project manager is highly preferred and desired

How We Work With You

When you apply through Get A Job.ai, our recruiting team will review your qualifications and conduct an initial screening. If there's a strong match, we'll submit your profile to our client for consideration. Please do not contact the client directly, as all applications must be processed through our team to be considered.

Pay

Compensation details will be discussed with qualified candidates during the screening process.

Equal Opportunity: Get A Job.ai is committed to providing equal employment opportunities to all qualified applicants regardless of race, color, religion, sex, national origin, age, disability, or any other protected characteristic under applicable law.