Executive Assistant (Melbourne)

About the role Our COO is looking for a commercially focused Executive Assistant to assist them in team organisation, business planning, and growth. You will support the division's strategic initiatives and help remove resourcing and financial hurdles so projects can move forward smoothly. You’ll provide practical administrative support, tackle day‑to‑day challenges, and create the space our teams need to grow, all while enjoying a collaborative, upbeat environment. Responsibilities
- Diary, inbox & meeting management : Manage calendar, schedule meetings, prioritise and triage emails, organise division/team meetings and celebrations, prepare pre‑read briefs, agendas and take clear minutes with actions and owners.
- Client & prospect liaison : Attend discovery and client meetings, capture notes, send professional follow‑ups, maintain relationships, handle referrals and communicate with prospects.
- CRM & project administration : Maintain HubSpot (pipeline stages, meeting notes, contact records, upload proposals), enter project timings into task platforms, track timelines/milestones and update relevant teams.
- Events & external representation : Attend networking events and conferences, support event organisation and confidently represent the division in external meetings.
- Finance & supplier support : Issue invoices, follow up on overdue payments, reconcile receipts, source/manage suppliers, track deliverables and approve invoices with stakeholders.
- P&L;, reporting & resourcing : Pull basic project revenue reports, prepare P&L; snapshots, assist month‑end reconciliations, monitor team capacity and timesheets, flag resourcing constraints and send weekly capacity reports.
- Processes, SOPs & ad‑hoc support : Own/process SOP follow‑ups, support process improvements, and handle confidential or ad‑hoc executive tasks (research, presentations, board/client pack prep). Qualifications
- Experience in an Executive Assistant, team coordinator, operations or agency support role (or similar).
- Basic commercial acumen with familiarity regarding P&L; summaries and experience using accounting or invoicing software.
- Experience with CRM systems such as HubSpot and project management tools such as Asana.
- Robust communication skills and high organisational abilities, confident when engaging with clients, proactive in getting things done and focused on improving processes. BlueRock is a workplace committed to equal employment opportunities regardless of age, citizenship, colour, disability, gender and gender identity, marital status, nationality, race, sexual orientation, or veteran status. #J-18808-Ljbffr Apply on Kit Job: kitjobau.com/job/3rq0a3