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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.
Seniority level
* Seniority level
Mid-Senior level
Employment type
* Employment type
Full-time
Job function
* Job function
Administrative
* Industries
Technology, Information and Media
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