Executive Assistant

Executive Assistant to the CEO
📍 Melbourne-based | Hybrid | Full-time
💼 Pathfindr – an AI accelerator helping organisations build lasting capability and culture

We're looking for an Executive Assistant to work side-by-side with our CEO – a sharp, high-output operator moving at pace. This isn’t your typical EA role. You won’t be waiting for instructions – you’ll be a force multiplier. Anticipating needs, managing chaos, and helping to make the right things happen at the right time.

Why this role matters

Pathfindr helps organisations adopt and operationalise AI – not just through strategy, but hands-on training, tooling, and change support. We’re scaling quickly, and with that comes complexity. Your job is to help the CEO (and at times another Director) stay focused on the highest-leverage work – by protecting their time, clearing the path, and keeping them moving in the right direction.

What you’ll do

• Own and manage the CEO’s diary – proactively protecting time and prioritising the important over the urgent
• Coordinate across internal and external stakeholders to align calendars and ensure meetings are well-prepped
• Book and manage travel arrangements with speed and precision
• Track follow-ups and decisions – keeping the CEO on course and ahead of deadlines
• Act as a second brain – not just taking notes, but helping them think, plan and act faster
• Support at least one other Director with diary management and scheduling as needed

What we’re looking for

• 5+ years in an EA or senior coordination role (startup or high-growth experience a plus)
• Outstanding organisational skills and attention to detail
• A proactive communicator – clear, responsive, and confident
• Calm under pressure and comfortable with shifting priorities
• Able to operate with trust and discretion – you're often in the room where it happens
• Bias toward action – you see a gap, you close it

Bonus points if you...

• Have supported a founder or C-suite exec in a fast-paced environment
• Think in systems – you love building better ways of working
• Are energised by variety, ambiguity, and solving things on the fly
• Know how to handle last-minute changes and keep everything (and everyone) moving

How to apply

Send us a brief cover note and a 2–3 minute video answering:

• Why you’re excited about this role
• What makes you a great fit
• How do you use AI (or other tools) to work smarter, stay organised, or get more done?

Don’t overthink it – we’re not looking for polish, just curiosity, initiative and energy.

This is a role for someone who thrives behind the scenes – sharp, trusted, and always one step ahead.

If you love creating calm in chaos, thinking like an operator, and making great leaders even better – we’d love to hear from you.