Executive Assistant - Melbourne

Melbourne, Victoria, Australia | Full-time


Since 2002, Quantium has become the leading data analytics company in Australia. As the world becomes more complex and our digital relationships become increasingly inter-connected, the insight our clients need has driven our progression. We are consistently investing in next generation technology, growing our data partnerships and our client base, but most importantly we are investing heavily in our people.


Role summary

The role is responsible for providing comprehensive executive support to the Executives, leadership teams, and to the Melbourne office operations.  This includes proactive and assertive calendar management including gatekeeping, meeting preparation, and document preparation.   It will require you to develop strong relationships with other EAs across the global business, in multiple time zones and geographies.  The role encompasses a variety of other administration activities including expense management, team activity coordination and overseeing the office management function.

Key responsibilities

  • Calendar management, anticipating schedule and making decisions accordingly
  • Meeting preparation including document preparation and collation
  • Inbox management: proactive review and prioritisation of emails including email response for issues within the scope of the EA role such as calendar rescheduling
  • Team coordination and help with team activities
  • Ad hoc invoice and expense management, including team expense approvals
  • Support business development activities for the Executive and their respective teams
  • Overseeing the office management, facilities and operations being managed by the Receptionist / Team Assistant – help with escalations
  • Work with the Melbourne Team Assistant and Events Coordinator to organise Melbourne office events both internal and external


Key activities

  • Ensure the Executive’s calendars are well maintained and outstanding items from meetings are proactively followed up
  • Escalate issues proactively relating to calendar conflicts and work priorities
  • Manage out the calendar long-term, factoring in key Group Services and Growth team initiatives and required outputs
  • Review emails and determine what can be managed or responded to on behalf of Executives
  • Meeting preparation including materials developed and attached to calendar, presentations and research
  • Coordinate team meetings, collate meeting material and take minutes as required, ensure actions are followed up and closed out
  • Support the Executive with business development opportunities including market research, identification of prospective clients, and ad hoc lead generation / enquiries
  • Assisting with tracking business opportunities and reporting on outcomes when required
  • General administration and team support, including managing expense claim process, travel booking and document preparation, review and formatting for the teams
  • Liaising with various teams including Legal and Finance to ensure certain tasks are carried out in a timely manner on behalf of the Executive(s)
  • Build positive and trusted relationships with internal and external stakeholders especially in the Melbourne office
  • Other tasks and responsibilities as assigned

Experience and skills required

  • 5+ years demonstrated success in a similar role, ideally in a professional services, technology or start-up environment
  • Calendar / Inbox management experience for a senior executive with confidence to gate keep diary/calendar and protect time, even when the business is pushing hard
  • Proactive approach to issue management on behalf of the Executives and capacity to foresee and manage likely conflicts
  • Ability to deal with a wide range of stakeholders both internal and external (e.g. clients, Executives, etc.)
  • Ability to maintain a strict level of confidentiality in all matters
  • High attention to detail
  • Exceptional written and verbal communication skills
  • Advanced Microsoft skills (Outlook, Word, Excel, PowerPoint), experience with OneDrive advantageous
  • Ability to work autonomously and with competing priorities, in a fast pace environment

 OK, great - but what is in it for me?

We are a rapidly growing company that has maintained a culture that drives collaboration, innovation and well-being. You will be joining a vibrant, dynamic and growing company with a genuine opportunity to come in and make a positive impact. 

Our employees enjoy many benefits, including access to our internal learning curriculum, group fitness sessions, annual company trips away and offices stocked with food and drinks all year round.


More about Quantium

As one of the world’s fully diversified data science and AI leaders we operate across every sector of the economy and we’re growing fast - with growth comes opportunity! We’re passionate about building out our team of smart, fun, diverse and motivated people.

We combine a team of experts that spans data scientists, actuaries, statisticians, business analysts, strategy consultants, engineers, technologists, programmers, product developers, and futurists – all dedicated to harnessing the power of data to drive transformational outcomes for our clients.

We actively foster a culture where our people can stretch themselves to reach their full potential. We also know that work has to work for you, and modern life is fast paced and balance can be tricky. You want to work where you are respected and valued as an individual, not a number. Quantium embraces a flexible and supportive environment dedicated to powering possibilities for our team members, clients and partners.

Quantium are an equal opportunity employer and value diversity. We are a multicultural team of various beliefs, sexual orientations and gender identities. We celebrate our diversity of race, religion, colour, national origin, gender, sexual orientation, age, marital status and disability status.

Please note, this role is not suitable for Graduates. If you are a graduate and you’d like information about our Graduate Academy please visit https://au.gradconnection.com/employers/quantium/about-us/

If you submit an application or expression of interest to The Quantium Group Pty Ltd, we may disclose your application or expression of interest on a confidential basis to our related companies, and joint venture companies, including Quantium Health Pty Limited.  We will only make such disclosures for the purpose of considering your application or expression of interest and opportunities in those organisations.