Executive Assistant to CEO
Part-time 15-20 hours per week- 4 Half Days | Hybrid (Remote + one half day onsite)
Melbourne's South-West | February 2026 start
Are you an exceptional organiser, natural problem-solver, and trusted professional who thrives in a fast-paced environment? The Adjutor Group is seeking a highly skilled Executive Assistant to support our busy CEO and work closely with the Senior Leadership Team. Adjutor provides consultancy services in drug and medical-device development, clinical trials, regulatory affairs, and product commercialisation.
This is a key role that keeps our operations running smoothly and ensures our CEO is supported to lead effectively. If you love bringing structure to complexity, take pride in proactive support, and enjoy contributing to continuous improvement, we'd love to hear from you.
About the Role
As the Executive Assistant, you will provide high-level administrative and operational support to the CEO, acting as a trusted point of contact for internal and external stakeholders. You will manage calendars, coordinate meetings, prepare documentation, and ensure seamless communication across the business.
You'll also support finance administration, oversee key office operations, liaise with HR partners, and drive improvements to systems, processes and business tools. This role also includes key delegated responsibilities from the CEO, ensuring the EA acts as an effective gatekeeper and support partner in reducing operational load and enabling the CEO to focus on strategic priorities.
Key Responsibilities
Executive Support
* Full inbox management and triage on behalf of the CEO.
* Calendar management, scheduling, and prioritisation of commitments.
* Manage emails, correspondence, and communication with internal/external stakeholders.
* Prepare reports, presentations, briefing notes, and meeting materials.
* Collate senior leadership team (SLT) updates and support Advisory Board paper preparation.
* Coordinate restaurant bookings, onboarding packages, and reminders.
* Coordinate travel arrangements, accommodation, and event planning, liaising with external providers.
* Manage personal administration connected to the CEO's role.
* Attend meetings and take minutes, ensuring follow-up actions are monitored and completed.
* Prepare and manage document signatures via Docusign
* Support maintenance of the company's IT Asset Register with the CIO, and other asset registers.
Office & Record Management
* Oversee daily office operations, vendor management, and supplies.
* Maintain digital and physical record-keeping systems.
* Manage corporate subscriptions and incoming/outgoing mail.
HR & Payroll Support
* Support recruitment administration, onboarding, and offboarding.
* Maintain personnel files with external HR partners and ensure compliance.
Systems & Process Improvement
* Maintain workflows across, SharePoint, and associated software tools.
* Identify and implement process improvements to drive efficiency.
* Promote high standards for document and information management., including version control.
Skills & Experience
* Prior experience as an Executive Assistant or senior administrator.
* Strong organisational and time-management capability with exceptional attention to detail.
* Proficiency in Microsoft Office Suite,, and SharePoint.
* Excellent written and verbal communication skills.
* Ability to manage sensitive and confidential information with discretion.
* Proactive mindset with strong problem-solving and continuous improvement focus.
* Experience with AI tools will be highly regarded.
Personal Attributes
* Professional, reliable, and trustworthy.
* Highly organised with a calm and adaptable approach.
* Strong relationship builder with excellent interpersonal skills.
* Resourceful, proactive, and committed to supporting business improvement.
* Service-driven and motivated to support broader organisational goals.
* Living in Melbourne's South-West.
* Able to travel to the office as required, during agreed working hours.
* Have a valid driver's licence and access to a car for running local errands.
Quality & Compliance
* Adhere to the organisation's Quality Management System (QMS).
* Participate in training and continuous improvement activities.
* Identify risks and opportunities for better business performance.
Why Join Us?
You'll be stepping into a pivotal role with influence across the business. You will work closely with executive leaders, contribute to organisational improvements, and be part of a forward-thinking, internationally connected team, dedicated to excellence.
We are committed to creating a workplace where people feel respected, supported, and able to contribute their best work. We value diverse experiences and perspectives and encourage applicants who share our commitment to a collaborative and inclusive working environment.
How to Apply
If this opportunity aligns with your skills and aspirations, we'd love to hear from you.
Please submit:
* Your resume, and
* A brief cover letter outlining your interest in the role and how your experience aligns with the key responsibilities.
Applications can be sent attention Anna:
Only shortlisted candidates will be contacted, for an interview. Thank you