Executive Assistant at Prospa Technology Limited

Sydney, New South Wales, Australia -

Full Time

Start Date

Immediate

Expiry Date

31 Dec, 25

Salary

0.0

Posted On

02 Oct, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendar Management, Travel Coordination, Event Planning, Communication, Detail-Oriented, Proactive, Confidentiality, Team Leadership, Expense Management, Stakeholder Management, Microsoft Office, Administrative Support, Coaching, Logistics, Problem Solving, Time Management

Industry

Financial Services

Description

At Prospa, we exist to unleash the potential of small business. We are building the future of small business and simplifying cashflow by building a leading platform that helps customers make payments, fund growth and reduce admin. Join us! The role Are you an action-oriented Executive Assistant who thrives on getting things done and staying two steps ahead? We’re looking for someone who loves a fast-paced, collaborative environment and can seamlessly manage complex diaries, coordinate travel, and deliver flawless events. This role provides support to our CEO, Chief People Officer, and Chief Strategy & Commercial Officer, and will also lead one Admin Support team member, ensuring priorities are clear and the broader admin function runs smoothly. What you'll be doing Provide day-to-day support to three executives, including calendar management and scheduling, inbox/follow-up, monitor and triage inboxes, draft key responses, and track action items. Provide support and coordination for the weekly Executive meeting. Includes preparing and distributing agendas, coordinating guest presenters, capturing accurate minutes and action items, and ensuring timely follow-up on all decisions and next steps. Plan and coordinate executive workshops, team conferences, offsites, and other key leadership activities throughout the year, from scheduling and agenda preparation to on-the day logistics and follow-up. Work with our external consultant to coordinate monthly Board meetings the annual AGM, and other board related meetings acting as the link between internal teams and the consultant. Coordinate domestic and international travel for executives and their teams, with detailed, seamless itineraries. Manage expenses and supplier invoices using Concur. Build strong, positive relationships with internal and external stakeholders, including Board members. Prepare and handle sensitive documents with absolute discretion and accuracy. Provide ad-hoc administrative and occasional personal support to executives. Support the Workplace Experience team with company events and employee engagement activities. Act as backup for the Workplace Experience Lead, covering facilities management and reception as needed. Coach and guide the Administrative Support team member, setting priorities and supporting their growth. What you'll need to succeed Proven track record supporting multiple executives or senior leaders in fast-paced environments. Execution powerhouse – plans, prioritises, and delivers while staying calm and composed under pressure. Forward-thinking and proactive, anticipating needs, spotting risks, and seizing opportunities well ahead of time. Detail-driven and self-sufficient, combining initiative with flawless follow-through. Clear, confident communicator with exceptional written and verbal skills and a strong oneteam mindset. Tech-savvy, with advanced Microsoft Word, Excel, and PowerPoint skills, plus experience in Concur or similar expense systems. Always maintain confidentiality and discretion. Hands-on and versatile, ready to roll up sleeves for workplace events, facilities, or anything beyond a typical EA remit. Don't let a confidence gap get in the way of submitting your application. What we offer: As a busy grow getter, our benefits are here to help you be unstoppable in your mission. Whether it's a lofty career goal, investing in your family, saving the planet or simply feeling fulfilled: Growth: There's something for everyone including learning days, a learning allowance, leadership programs, CliftonStrengths workshops, digital learning, and biannual companywide learning weeks. Wellbeing: Think fitness initiatives, seasonal programs (including flu shots, massages, skin checks, wellness classes), additional "Me Days" and access to holistic EAP coaching. Lifestyle: Find your fit with flexible working options, top notch office facilities and diverse remote/ travel work options. You can also purchase additional leave and take up to 18 weeks paid parental leave. Impact: Join a business that cares and is recertified as carbon neutral. And you can tap into volunteer days, our partnership with Kiva and join a range of employee resource groups. Why Prospa? We're proud to be a certified Great Place to Work and recognised as a Best Workplace for Women, Best Workplace in Technology, and Best Workplace in Australia. We embrace diversity in people and ideas, fostering a collaborative, inclusive, and respectful environment where we celebrate who you naturally are. Don't just take our word for it, check out Prospa’s culture code to see it for yourself.

Responsibilities

The Executive Assistant will provide day-to-day support to three executives, managing calendars, scheduling, and coordinating meetings. Additionally, they will plan and coordinate executive workshops and manage travel arrangements.