In-Demand Administrative assistant Jobs in Docklands, Vic

Executive Assistant
Kairos Recruitment —Melbourne VIC
- Full-time
- Hybrid work
- Organisational skills
- AI
3h
Administrator
Ryman Healthcare —Burwood East VIC
- Full-time
- Administrative experience
- Front desk
5d
Executive Assistant
Ramsay Health Care —Mitcham VIC
- Part-time
- Communication skills
- Time management
- Referral program
6d

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Executive Assistant

Kairos Recruitment -
Melbourne VIC

Apply Now

Job Details

Full-time
3 hours ago

Qualifications

Organisational skills
AI

Full Job Description

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.

Who you'll be working with

Dawid founded Pathfindr in 2023 after leading Accenture's AI practice in Australia, and built it to acquisition in under two years. Pathfindr now sits inside Affinda Group alongside Draftable and Vesparum, and is scaling again. You'll be next to that every day - the client work, the group, the decisions. There's a lot to learn here about how AI actually gets adopted inside real organisations, and about how a business gets built.

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

At least 2 years as an EA or in executive support
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

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.

Apply Now

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