Executive Assistant to Co-CEO

About the role

The Australia Institute is seeking a proactive Executive Assistant to support its Co‑CEO. This high‑trust position ensures the leadership team can focus on strategic priorities while day‑to‑day operations run smoothly. You will act as the strategic link between the Co‑CEO and the wider organisation, managing time, priorities and communications with precision.

Key responsibilities

• Manage the Co‑CEO’s diary proactively, aligning meetings with strategic priorities.
• Anticipate needs, prepare options and information before requests arise.
• Draft, monitor and respond to emails on behalf of the Co‑CEO, maintaining professionalism and timeliness.
• Coordinate travel arrangements for the Co‑CEO and visiting VIPs, ensuring efficiency and convenience.
• Track actions, follow up on deadlines and ensure outcomes are captured and acted upon.
• Prepare agendas, briefs and documents for meetings and capture key decisions.
• Support broader organisational processes, including calendar reviews and decision‑making coordination.
• Serve as the first point of contact for internal and external stakeholders, handling sensitive information with discretion.

Required profile

• Significant experience as an Executive Assistant in fast‑paced, senior‑level environments (corporate, not‑for‑profit or similar).
• Exceptional organisational abilities combined with warmth, professionalism and sound judgement.
• Proactive mindset with the ability to anticipate needs and think two steps ahead.
• Strong relationship‑building skills and the capacity to balance diplomacy with assertiveness.

Required skills

• Advanced diary and calendar management.
• Professional email handling and correspondence.
• Travel logistics coordination.
• Document preparation and meeting facilitation.