Executive Assistant

SUMMARY

We are supporting a growing organisation seeking an experienced Executive Assistant to provide high-level support to the Founder and leadership team. This is a highly visible role suited to someone who thrives in a fast-paced environment and enjoys being a trusted partner to senior stakeholders.

The successful candidate will help manage priorities, coordinate activities across the business, and ensure day-to-day operations run efficiently. This individual will be organised, proactive, confident in managing competing demands, and comfortable providing structure and accountability to support business success.

RESPONSIBILITIES

• Provide high-level executive and administrative support to the Founder and leadership team.
• Manage complex calendars, meetings, scheduling, and competing priorities.
• Serve as a gatekeeper, helping prioritise requests and optimise leadership time.
• Coordinate domestic and international travel, accommodation, itineraries, and logistics.
• Organise meetings, prepare agendas, manage documentation, and track follow-up actions.
• Act as a key liaison for internal and external stakeholders.
• Support conference, event, and exhibition planning and execution.
• Prepare presentations, PowerPoint decks, reports, and business documents.
• Coordinate office and operational activities across the wider team.
• Track key actions and ensure deliverables and commitments are completed.
• Maintain operational continuity when senior leaders are travelling or unavailable.
• Anticipate challenges, solve problems proactively, and keep priorities moving forward.

QUALIFICATIONS

• Previous experience as an Executive Assistant, Personal Assistant, or similar senior support professional.
• Demonstrated experience supporting a Founder, CEO, entrepreneur, or senior executive.
• Exceptional organisational, coordination, and diary management skills.
• Proven ability to manage multiple priorities in a fast-paced environment.
• Strong stakeholder management, communication, and relationship-building capabilities.
• Professional, personable, and confident working with stakeholders at all levels.
• Advanced Microsoft Office skills, particularly PowerPoint.
• Highly proactive, resourceful, and capable of working independently.
• Comfortable providing structure, managing expectations, and pushing back when necessary.
• Experience within healthcare, life sciences, professional services, banking, or other high-performance environments is advantageous but not essential.

DURATION

Full-time, permanent role

LOCATION

Melbourne, VIC; Hybrid (2 – 3 days per week in the office)

ABOUT PLANET PHARMA

Planet Pharma is an American-parented Employment Business/Agency that provides global staffing services, with headquarters in Chicago and our EMEA regional office located in Central London. We have invested significantly in creating a robust international platform that enables us to work compliantly in 30+ countries, with a network of 2,500+ active contractors globally, alongside a strong permanent/direct hire recruitment offering.

Our specialist knowledge and close relationships with clients and the wider industry make us unique in our field. We were recently recognised by Forbes as one of the world's top professional staffing firms and have received multiple industry awards for our commitment to excellence and service delivery.

We are an equal opportunities Recruitment Business and Agency. We welcome applications from all suitably qualified candidates regardless of race, sex, disability, religion/belief, sexual orientation, or age.

www.planet-pharma.com

TO APPLY

Please click "Apply" or contact Edessa Tanafranca (Recruiter III - JAPAC) at Planet Pharma for more information.

Email: [email protected]