Executive Assistant

The Australia Institute is one of the country’s leading independent think tanks, conducting research and advocacy on a broad range of economic, social, environmental, and political issues. Our work is grounded in the values of fairness, democracy, and sustainability.

We aim to drive public debate and inform policy through rigorous, evidence-based research—and to do that, we need the right people in the right roles. This Executive Assistant position plays a critical part in ensuring our leadership team can focus on the big picture while day-to-day priorities are managed with care and precision.

About the Role

This is a high-trust, hands-on Executive Assistant role, providing direct support to the Co-CEO. You will act as the strategic link between the Co-CEO and the wider organisation, ensuring their time is well managed, priorities are clear, and communication flows smoothly.

The role requires someone who is proactive, highly organised and enjoys providing strategic support. You’ll manage logistics and diaries with precision, anticipate needs before they arise, and act as a trusted first point of contact in a fast-paced environment.

It’s a role for someone who thrives on detail, enjoys building strong working relationships, and can balance professionalism with a calm, optimistic, solutions-focused approach.

Key Responsibilities

Executive Support

• Proactively manage diary, ensuring priorities are clear and scheduling is thoughtful and strategic.
• Anticipate needs and pre-empt requests by looking ahead and preparing options, solutions, and information before being asked.
• Monitor, draft, and respond to emails on behalf of the Co-CEO where appropriate, ensuring correspondence is timely, professional, and aligned with organisational priorities.
• Coordinate travel and logistics with attention to convenience and efficiency.
• Coordinate travel for visiting VIPs and liaise directly with their offices.
• Track actions and follow up to ensure deadlines are met.
• Prepare agendas, briefs, and documents for meetings; capture and follow through on outcomes.
• Support broader organisational priorities, including reviewing calendars, coordinating decision-making processes, and ensuring big-picture considerations are factored into approvals.
• Stakeholder & Relationship Management
• Act as a trusted first point of contact, balancing diplomacy with assertiveness when dealing with stakeholders, and staff.
• Handle sensitive information with discretion, sound judgement, and professionalism always.

About You

You’re an experienced Executive Assistant who understands the pace and stakes of working with senior leaders.

You combine sharp organisational skills with warmth, professionalism, and discretion. Above all, you’re proactive. You anticipate needs before they arise, think two steps ahead, and take ownership of making sure things happen.

What You’ll Bring

• Significant experience as an Executive Assistant in high-paced, senior-level environments (corporate, not-for-profit, or similar).
• Exceptional diary and scheduling management skills, with the ability to manage overlapping demands and last-minute changes.
• Strong communication skills, clear, concise, and professional in both written and verbal formats.
• Proven ability to manage travel, logistics, and stakeholder engagement with attention to detail.
• Confidence and judgement in handling sensitive information and acting as a trusted representative of senior leaders.
• A calm, positive, and professional manner, with the resilience to manage competing demands and personalities.
• Strong proficiency with Microsoft Office Suite and collaboration tools.

What We Offer

• The opportunity to make a significant impact on important social and environmental issues.
• A supportive and inclusive work environment that values creativity, innovation, and collaboration.

If you thrive in a fast-paced environment, excel at anticipating needs, and enjoy supporting senior leaders to do their best work, we’d love to hear from you!

The position is full time, ongoing position. Salary will be commensurate with qualifications and experience.

Part-time, remote or work from home arrangements are not available for this position.