Executive Assistant to Managing Director

About POP & Co

POP & Co is an Australian-founded company with a worldwide presence, delivering expert solutions in accounting, finance, human resources, technology, and operations to support business growth nationally and internationally. Known for combining technical skill with practical solutions and strong partnerships, POP & Co values people, optimisation, and profit.

Role Overview

We are seeking a highly skilled Executive Assistant to partner directly with our Managing Director, working across multiple businesses within the POP & Co group. This role is based onsite in Hawthorn, Melbourne, and demands proactive coordination of executive priorities, client relationship management, compliance support, strategic initiatives, and operational improvements.

Key Responsibilities

• Collaborate closely with the Managing Director to manage priorities for various businesses.
• Maintain a complex executive calendar, schedule meetings, and arrange international travel.
• Draft and prepare executive correspondence, presentations, and communications, acting as the principal contact for the Executive Office.
• Anticipate upcoming priorities and ensure the Managing Director remains well-prepared.
• Coordinate client onboarding and foster exceptional client experiences.
• Build and maintain trusted relationships with clients, business leaders, entrepreneurs, and stakeholders.
• Liaise with government entities such as the ATO and ASIC to support client compliance.
• Manage corporate compliance obligations and ASIC company administration tasks.
• Lead executive operations by identifying process enhancements and improving business efficiency.
• Oversee Microsoft 365, SharePoint, employee onboarding and offboarding, and manage critical business records.
• Coordinate office administration, organize team events, and initiate activities that promote a positive workplace culture.
• Ensure smooth daily functioning of the Hawthorn office environment.

Personal Attributes & Work Style

• Highly trustworthy with utmost integrity due to accessing sensitive and confidential information.
• Exhibits excellent judgement, professionalism, diplomacy, and emotional intelligence in decision-making.
• Strong customer service focus, responsive and excellent at interpersonal communication, prioritizing both the Executive’s and clients’ needs.
• Proactive and self-driven; anticipates needs, plans ahead, solves problems independently, and follows through rigorously.
• Team-oriented, eager to support colleagues, and committed to collective success.
• Brings positive energy and adaptability, enhancing the workplace atmosphere with warmth and enthusiasm.
• Flexible and embracing of evolving priorities and new working methods.
• Polished professional presentation representing senior leadership with confidence and credibility.
• Exceptional written communication skills, capable of producing executive correspondence, reports, and presentations.

Qualifications & Experience

• Proven extensive experience as an Executive Assistant supporting a Managing Director or senior executive, preferably in a global company setting.
• Previous background in accounting, finance, or professional services is highly preferred.
• Exceptional organizational and time management aptitude managing multiple competing tasks efficiently.
• Meticulous attention to detail ensuring consistently high-quality work output.
• Excellent written and verbal communication abilities.
• Absolute discretion and professionalism in handling confidential information.
• Strong stakeholder engagement skills, building trusted relationships across diverse groups.
• Advanced competence with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams); familiarity with Adobe Suite and Canva is advantageous.
• Experience managing SharePoint and utilizing modern AI productivity tools.
• Solution-oriented mindset committed to continuous improvement.
• Possession of a current driver’s license and access to a vehicle.

Additional Information

• This is a permanent full-time role based onsite at POP & Co’s headquarters in Hawthorn, Melbourne.
• The position offers a competitive salary package.
• Applicants must hold unrestricted working rights in Australia.
• We request no unsolicited approaches from recruitment agencies.

Application Process

Interested candidates should submit a cover letter (maximum 1.5 pages) detailing how they meet the key responsibilities and desired behaviours, alongside a current resume. Applications are accepted until 29 September 2026 and will be reviewed as received. Early applications are encouraged.