Executive Assistant

Summary:

We’re looking for an experienced Executive Assistant for a dual role providing high-level, trusted support to two senior executives across two distinct businesses, each with its own priorities, stakeholders and pace. 

This is a high-trust, hands-on role for someone who gets things done. We’re looking for a genuine right hand: someone who takes real work off both executives’ plates, pitches in on project work, and provides trusted support across various needs.  

You’ll be someone who thinks ahead, brings order to complexity and follows through giving both executives the confidence to step away from the detail and focus where they can have the greatest impact. 

The Two Businesses

Trilogy Care is a Brisbane-based aged care provider and one of Australia’s largest providers of self-managed home care, supporting thousands of older Australians to take control of their Support at Home funding with more choice, more value and more freedom to live well at home. 

CareVicinity is a care technology platform that connects independent support workers directly with people seeking care at home, across aged care, disability and veterans’ support. Workers get the tools to choose their clients, set their rates and manage their schedule and payments; care seekers get access to vetted, insured local support workers. 

You’ll support the two executives one established and at scale, one growing fast which is exactly why this role needs someone who can switch context with ease. 

Key Responsibilities:

EXECUTIVE SUPPORT

• Provide proactive, high-level support to two senior executives across distinct businesses, balancing different priorities, stakeholders and ways of working.
• Own and manage complex, fast-moving calendars, resolving conflicts, prioritising competing demands and making the best use of each executive’s time.
• Be a trusted, approachable point of contact for internal and external stakeholders helping people get what they need quickly, and representing both executives professionally and with discretion.
• Coordinate leadership meetings, strategic discussions and key engagements, including agendas, materials, actions and follow-ups.
• Manage highly sensitive and confidential information with exceptional judgement and discretion.

PROJECTS & FOLLOW-THROUGH

• Help drive projects and initiatives across both businesses owning smaller pieces of work end-to-end, and coordinating the moving parts of larger ones. 
• Do the legwork: research options, prepare briefs and documents, pull together information and coordinate the people and logistics needed to keep things moving. 
• Track key actions, decisions and commitments, following up across teams so nothing important slips through the cracks. 
• Identify opportunities to improve efficiency, streamline processes and create greater structure across both executives’ operations and act on them. 

PERSONAL SUPPORT

• Provide trusted personal support as a core part of the role: travel, appointments, bookings, errands and day-to-day life admin. 
• Keep personal and professional commitments running smoothly together, so both executives can stay focused where they add the most value. 

What You’ll Bring…

• 5+ years’ experience supporting senior executives, founders or business leaders, ideally in a complex, fast-paced or multi-business environment. 
• A doer’s mindset, you’d rather own something end-to-end than hand it off, and you’re as comfortable running a project as booking a flight. 
• Exceptional organisation and attention to detail, with the ability to manage competing priorities and context-switch with ease across two businesses, and between business and personal support. 
• A proactive, solutions-focused approach, with the judgement and confidence to anticipate needs, make decisions and keep things moving without waiting to be asked. 
• Strong communication and relationship-building skills, with the professional maturity to work confidently with senior stakeholders. 
• A high level of ownership, discretion and confidentiality, with the ability to manage sensitive business and personal matters and see things through. 

What Success Looks Like

• Both executives have more capacity for strategic priorities  
• Projects, actions and commitments across both businesses keep moving, with nothing important slipping through the cracks. 
• Competing priorities, meetings and personal commitments are managed seamlessly and proactively. 
• Risks, conflicts and pressure points are identified and resolved early. 

Please note

To join our team, you’ll need to have full Australian work rights. As part of our standard recruitment process, we’ll also conduct a working rights check, police check and request professional references.