Kite Magnetics, founded in 2022 and headquartered in Melbourne, Australia, is an advanced materials engineering and manufacturing company. Our innovative and patented technology, Aeroperm, a nanocrystalline magnetic material developed at Monash University, delivers unparalleled efficiency in electric motors and generators.
As an experienced and highly capable Executive Assistant (EA), you will provide strategic and operational support to the CEO and Chief of Staff. This is a pivotal role in a fast-paced and energetic environment, requiring initiative, discretion, and the ability to anticipate needs and adapt to shifting priorities.
You will be responsible for managing executive communications, diaries, travel, expense and accounts support, document preparation, and supporting Board reporting. The role also includes broader organisational support across HR, IT coordination, and administrative systems.
Key Responsibilities:
- Executive Support: Manage the CEO's and Chief of Staff's diaries, meetings, travel and inboxes, ensuring priorities are clear and time is optimised.
- Anticipate and prepare materials, briefs, and follow-ups for meetings, ensuring executives are informed and prepared.
- Screen, prioritise and draft correspondence and communications on behalf of the CEO and Chief of Staff, where appropriate.
- Coordinate meeting set-up, including scheduling, agenda preparation, distribution of materials, room or AV bookings, catering, and minute-taking where required.
- Coordinate logistics for internal and external meetings, including Board and investor engagements.
- Board and Reporting Support: Assist in the preparation of Board and management reports, ensuring accuracy, clarity, and timeliness.
- Collate and synthesise information from multiple sources into executive-ready documents.
- Work closely with the Chief of Staff to support preparation and circulation of Board packs, minutes, and governance records.
- Compile market research and industry intelligence to support executives in developing strategic documents, presentations, and decision-making.
- Maintain and update Board templates, registers, and key governance documentation under the direction of the Company Secretary.
- Administration and Record Keeping: Manage office communications, including answering phones, responding to emails, and directing inquiries as necessary.
- Greet visitors and coordinate meeting room schedules.
- Maintain office supplies and equipment, ordering replacements and arranging maintenance as needed.
- Oversee filing and document management systems (electronic and physical), ensuring security and easy retrieval.
- Prepare and manage templates, contracts, and records in line with compliance requirements.
- Coordinate with IT service providers and internal stakeholders to ensure smooth IT operations and support.
Requirements:
- Proven experience (10+ years) as an Executive Assistant, ideally supporting C-level executives in a start-up or high-growth environment.
- Exceptional organisational skills with the ability to prioritise, multi-task, and anticipate needs.
- Robust written and verbal communication skills, with experience drafting reports, correspondence, and professional documents.
- Advanced proficiency with Microsoft Office Suite, and document management systems.
- High level of discretion, judgement, and interpersonal skills to manage sensitive matters.
- Experience in financial administration (expense reconciliation, invoice processing, Xero).
- Comfort with ambiguity, shifting priorities, and working in a rapid-paced start-up environment.
- Attention to detail and a proactive approach to problem-solving.
- Bachelor's degree in Business Administration, a related discipline or equivalent experience highly regarded.
Benefits:
- Competitive salary of $110,000-120,000 + statutory superannuation.
- Opportunity to join Employee Stock Ownership Plan (ESOP) post-probation.
- Collaborative and inclusive work setting.
- Flexible working hours (6:30 to 9:30 am start with corresponding end times).
Kite Magnetics is an equal-opportunity and equal-outcome employer. We celebrate you and the diversity you bring and are committed to creating an inclusive and welcoming environment for all employees, suppliers, and customers.
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đź“Ś Executive Assistant
🏢 Kite Magnetics™
đź“Ť Melbourne