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

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.