Finding the right person to support your leadership team is a major step for your business. An Executive Assistant does more than just answer phones or book flights. In the Australian market, this person acts as a partner to your senior leaders. They help manage time, handle sensitive data, and keep the office running well.
You need a clear plan to find the right person. This starts with a strong job description. If your post is too vague, you will get too many resumes that do not fit. If it is too long, the best people might not apply. This guide helps you find the middle ground. You will learn how to list duties and skills that matter in Australia today.
Finding Your Next Business Partner
When you look for an Executive Assistant, you are looking for a force multiplier. This person helps your executives focus on big goals. They take over the tasks that slow down a leader. In Australia, the role has changed. It now involves more project work and high level planning.
You should think about the specific needs of your office. Do you need someone to manage a large team? Or do you need a person to handle complex travel across different time zones? Your job description must reflect these needs. By being clear, you make sure you attract people who can do the work from day one.
Free Executive Assistant Job Description Template
You can use the template below to create your own job post. It is set up to work well on job boards and your own careers page.
Job Title: Executive Assistant
Location: [Insert City, e.g., Sydney, NSW] Reports To: [Insert Title, e.g., CEO or Managing Director] Work Type: [Insert Type, e.g., Full-Time or Permanent]
Job Summary
We are looking for a skilled Executive Assistant to support our [Insert Title]. You will be the main point of contact for internal and external parties. Your goal is to make sure the Executive can focus on high-level tasks by managing their daily needs. You must be organized, calm under pressure, and able to handle private info with care.
Key Duties and Responsibilities
- Manage the Executive’s diary and schedule meetings.
- Screen and direct phone calls and emails.
- Handle all travel plans, including flights, hotels, and visas.
- Prepare reports, papers, and presentations for board meetings.
- Take minutes during meetings and track action items.
- Act as a gatekeeper to protect the Executive’s time.
- Manage office budgets and expense claims.
- Organize company events or team-building sessions.
- Liaise with clients and partners on behalf of the leader.
Skills and Qualifications
- At least [Number] years of experience in a similar role.
- Strong knowledge of Microsoft Office and Google Workspace.
- Excellent written and verbal communication skills.
- Ability to work with people at all levels of the business.
- Strong time management and task prioritization.
- Knowledge of Australian business standards and Fair Work rules.
- A degree or diploma in business or admin is preferred but not required.
Benefits and Culture
- Competitive salary based on experience.
- Superannuation paid as per Australian law.
- Flexible work options [If applicable].
- Training and career growth paths.
- A supportive and professional work environment.
Why a Good Job Description Matters in Australia
In Australia, the hiring market is very competitive. Candidates have many choices. Your job description is your first chance to show why your company is a great place to work. It must be professional and follow local laws.
You must follow the Fair Work Act when writing your post. This means you cannot include biased language or unfair requirements. A clear list of duties also helps you during the yearly review process. It sets a standard for what success looks like. When you are clear about the role, you make sure the new hire knows what you expect.
Key Skills to Look For
When you read through resumes, look for these specific traits. They are the marks of a high-performing Executive Assistant.
Organization and Planning
Your hire must be able to look ahead. They should see problems before they happen. For example, if a meeting runs over, they should know how to shift the rest of the day without causing stress.
Communication
This person speaks for the Executive. They must be polite but firm. They need to write clear emails and reports. In the Australian business scene, a friendly but professional tone is often best.
Tech Knowledge
Most offices in Australia use cloud-based tools. Your assistant should be fast with tools like Slack, Zoom, and Xero. They should be able to learn new software quickly to help the office stay current.
Discretion
An Executive Assistant sees everything. They know about salary changes, mergers, and private files. You must find someone you can trust completely. They must keep secrets to keep the business safe.
How to Screen Candidates for This Role
Once the applications come in, you need a way to find the best ones. Do not just look at the years of experience. Look at the types of leaders they have supported.
- Review the Cover Letter: Does it show attention to detail? If there are typos, they might not be right for a high-level role.
- Phone Screen: Call them to see how they handle a quick talk. This shows how they will represent your office to callers.
- Skills Test: Ask them to draft an email or organize a mock travel plan. This shows their actual work style.
- Culture Fit: Make sure they get along with the Executive. This is a close working bond. They must be able to communicate well with each other.
Executive Assistant Job Description FAQ
What is the average salary for an Executive Assistant in Australia?
The pay varies by city and experience. In large cities like Melbourne or Sydney, a senior assistant can earn between $90,000 and $130,000 per year. This usually includes superannuation.
What is the difference between an Administrative Assistant and an Executive Assistant?
An Administrative Assistant often handles tasks for a whole department. An Executive Assistant focuses on one or two senior leaders. The EA role is more about strategy and managing the leader’s time.
Is a degree required for this role?
Not always. Many of the best assistants have years of practical experience. However, a degree in business can help with complex tasks like financial reporting or project management.
Can this role be done remotely?
Yes, many companies now hire Virtual Executive Assistants. However, for high-level C-suite roles in Australia, many leaders still prefer some face-to-face time in the office.
Perfecting Your Search for a Trusted Aide
Building a great team starts with the people who support your leaders. When you take the time to write a detailed job description, you save time later. You avoid the stress of hiring the wrong person. You also show your candidates that you value the role.
Righteo is here to help you through every step of the hiring path. By using our tools and templates, you can find people who fit your culture and your goals. A great Executive Assistant is an investment in your company’s future. They give your leaders the space to grow the business.
Find Your Next Great Hire with Righteo
Are you ready to find the perfect match for your leadership team? Use our platform to reach the best talent across Australia. We make the hiring process simple and fast. Start your search today and see the difference a great partner can make for your business. Let Righteo help you build a stronger office with the right people in the right seats.