Executive Administrative Assistant

Role overview

This is a 6-month contract role based in Sydney, New South Wales, with a hybrid working pattern. The position supports three managers across India, Singapore, and Australia and suits someone who is highly organised, proactive, and comfortable handling priorities across multiple time zones. The role calls for strong professionalism, discretion, and the ability to work closely with a range of stakeholders.

In this position, you will help keep day-to-day executive operations running smoothly by coordinating calendars, meetings, travel, events, and visits, while also assisting with administrative and communication tasks.

Executive support

• Deliver end-to-end administrative assistance to three managers based across India, Singapore, and Australia.
• Handle intricate calendars and arrange meetings across time zones to make the best use of executive time.
• Set up internal and external meetings, prepare agendas and materials, and track follow-up actions.
• Monitor, prioritise, and manage incoming communications on behalf of the managers when needed.
• Support reporting, presentation preparation, correspondence, and documentation tasks.

Travel and visitor coordination

• Arrange domestic and overseas travel, including flights, accommodation, transport, itineraries, and visa-related requirements where applicable.
• Oversee all elements of executive visits from overseas, including schedules, logistics, meetings, and stakeholder coordination.
• Work with internal teams and outside vendors to ensure executive visits run without issues.

Meetings and events

• Plan and coordinate leadership meetings, team events, workshops, and executive engagements.
• Provide on-site assistance for meetings and events when required.
• Manage venue reservations, catering, technology needs, and logistical arrangements.
• Assist with special projects and business initiatives involving regional leadership teams.

Administrative coordination

• Keep records, files, and documents organised and up to date.
• Handle expenses, purchase orders, invoices, and other administrative processes as needed.
• Track action items and follow through on important deliverables for leaders.
• Work in line with company policies and administrative procedures.

Team support

• Step in to cover other Executive Assistants during annual leave, medical leave, or busy periods.
• Partner with regional administrative teams to maintain consistent executive support.
• Help foster a positive, cooperative team environment.

Experience and skills

The ideal candidate will bring 3 to 5 years of experience in an Executive Assistant, Team Assistant, Administrative Coordinator, or similar support position. You should be highly organised, accurate, and confident working under pressure while balancing several deadlines at once.

Strong written and verbal communication skills are essential, along with the ability to safeguard confidential information and interact professionally with people at all levels. Experience managing meetings, travel, and executive calendars is required, as is good judgement, problem-solving ability, and proficiency with Microsoft Office tools including Outlook, Word, PowerPoint, Excel, and Teams.

It is also beneficial to have supported multiple leaders across different regions or time zones, contributed to event planning, or worked in regional/international business settings.

Additional information

This is a casual contract role with an hourly rate. The role is based in Sydney and is listed as hybrid in the source details.