Careers.
Executive Assistant
Support Greenroom Robotics’ Founding Team and Help Drive Operational Excellence
Greenroom Robotics is looking for a highly organized, proactive, and adaptable Executive Administrative Assistant to support our CEO and founding team. In this pivotal role, you will ensure seamless executive operations, enhance efficiency, and uphold our commitment to excellence as we drive innovation in maritime autonomy.
About the Role
As an integral part of our team, you will empower senior leadership by managing executive priorities, refining internal processes, and facilitating smooth communication across the company. You will be a proactive problem solver with exceptional attention to detail, strong communication skills, and the ability to anticipate needs in a dynamic environment.
The ideal candidate is someone who thrives in a fast-paced setting, maintains discretion with sensitive information, and excels at keeping leadership focused on strategic objectives.
Key Responsibilities
- Serve as the primary support for the CEO and provide additional assistance to executive team members as needed.
- Streamline and refine internal processes to enhance efficiency and executive workflow.
- Act as a key liaison, managing communication between internal teams and external stakeholders.
- Proactively coordinate executive priorities, ensuring strategic goals and operational needs are met.
- Organize and manage calendars, meetings, and executive projects with precision.
What We’re Looking For
- A detail-oriented and proactive individual with experience in executive or administrative support.
- Strong organizational skills with the ability to manage multiple priorities in a fast-growing company.
- Excellent verbal and written communication skills, ensuring clarity in all interactions.
- Discretion and professionalism when handling confidential information.
- A problem-solver who can anticipate needs and take initiative.
If you thrive in a high-energy environment and want to be part of a company making an impact, we’d love to hear from you.
Apply now and be a key player in our mission!
Functional Areas and Key Responsibilities
Executive Support
- Ensure whole-of-company alignment with organizational priorities.
- Handle correspondence, meeting preparation, and follow-ups to keep leadership focused on strategic initiatives.
- Assist in setting and managing yearly, quarterly, and monthly goals.
- Track and progress key strategic initiatives, ensuring timely execution and alignment with company goals.
- Liaise with cross-departmental teams to enhance operational efficiency.
- Manage professional and personal scheduling for the CEO, including agendas, mail, email, phone calls, client management, and other logistics.
- Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives.
- Manage senior executives’ travel logistics, including accommodations, transportation, and meals.
- Maintain professionalism and strict confidentiality with all materials.
Communication & Coordination
- Serve as a key liaison between executives and internal/external stakeholders.
- Prepare and edit correspondence, reports, and presentations on behalf of the executives.
- Ensure timely and clear communication across teams, supporting leadership in decision-making processes.
- Provide administrative and office support, such as typing, dictation, spreadsheet creation, data entry, and maintenance of SharePoint and registers.
Project & Task Management
- Support leadership’s involvement in projects.
- Assist in budgeting and forecasting efforts, providing data-driven insights that inform key business decisions.
- Support the Finance Officer in managing and optimizing financial systems.
- Assist in invoicing, expense tracking, and budget monitoring as required.
Required Qualifications / Proficiencies
- Four or more years of experience in an administrative role reporting directly to upper management.
- Excellent written and verbal communication skills.
- Strong time-management skills and the ability to organize and coordinate multiple concurrent projects.
- Ability to handle confidential information with discretion and professionalism.
- Tech-savvy with proficiency in Microsoft Office, Xero, and task management tools.
- Aptitude for learning new software and systems.
- Flexible team player, willing to adapt to changes and take on challenges.
- Ability to maintain confidentiality of information related to the company and its employees.
Desired Qualifications / Proficiencies
- Experience supporting executives in a high-growth or technology-driven environment.
- Experience in overseeing budgets and expenses.
- Experience in developing internal processes and filing systems.
- Interest in graphic design and communications.
- Background in business operations, administration, or project management.
- Strong ability to anticipate needs and proactively solve problems.
- AGSVA Security Clearance (or willingness to obtain).
Would this job suit you?
Please reach out to the greenroom team with your CV, and let us know why you’re interested in the role.