Executive Assistant

About Opteon

Opteon is an international provider of valuations, advisory and specialist property services in the Australian, New Zealand and US markets. Recognised as the largest valuation professional services firm in these regions, we deliver meaningful solutions for our clients across all property types and market sectors. We are experiencing an exciting period of growth and change, positioning the company as one of the most prominent property service providers. Our future growth strategy is for organic growth, diversification, and international expansion.

The Opportunity

We are seeking a highly capable Executive Assistant to provide end‑to‑end executive support to two senior executives during a 10‑month maternity leave period. This role is critical in enabling executive effectiveness through proactive planning, governance support, stakeholder coordination, and high‑quality administration across Board, strategy, finance and corporate matters.

You will work closely with other Executive Assistants and senior stakeholders to ensure seamless coordination, confidentiality, and delivery against key executive priorities.

Key Responsibilities

Executive Planning & Prioritisation

• Proactively manage executive calendars, schedules and meeting logistics
• Prepare agendas, coordinate attendance, and ensure timely distribution of pre‑reading and papers
• Take accurate minutes, manage actions, and follow up deliverables
• Support executive projects and maintain action and project registers

Board, Strategy & Governance Support

• Coordinate Board and shareholder meetings, including Board packs, minutes and action tracking
• Support the annual strategy and business planning cycle
• Compile and coordinate monthly and quarterly executive reporting
• Assist with shareholder communications and executive presentations

Legal & Corporate Administration

• Support approval and execution of material contracts (excluding filing)
• Liaise with internal and external stakeholders on corporate and governance matters

Travel & Expense Management

• Arrange domestic and international travel, accommodation and logistics
• Manage expense reconciliation and corporate credit cards in line with policy

Stakeholder & Relationship Management

• Act as a key point of contact for Board members, executives and senior leaders
• Ensure professional, accurate and confidential correspondence at all times
• Build strong working relationships across the executive, finance and corporate teams

Risk, Safety & Compliance

• Demonstrate a strong safety‑first mindset
• Comply with health, safety, wellbeing and cyber security requirements

About you

• Availability for 10 months from 1 July 2026
• Willingness to provide a structured handover to the returning Chief of Staff toward the end of the contract
• Minimum 5 years’ experience supporting senior executives in a complex corporate environment
• Tertiary qualification in Administration, Legal or a related field (desirable)
• Exceptional organisational and time‑management skills
• High attention to detail and strong written and verbal communication
• Proven ability to manage ambiguity, competing priorities and confidential information
• Strong stakeholder engagement and influencing skills
• Advanced proficiency in Microsoft 365
• Sound commercial judgement with a proactive, solutions‑focused mindset

What we offer to you

• Referral Bonus: Refer people from your network and receive a bonus if they are successfully recruited
• Work-Life Balance: Enjoy flexible working arrangements that suit your lifestyle 
• Novated Leasing Options: Lease a car with our flexible novated leasing program
• Our partnership with Medibank means you will be eligible for discounts as an Opteon employee 
• Onboarding & Training: Company induction and continuous training to ensure your success
• Rewards & Recognition: Be acknowledged for your hard work through our Reward & Recognition program, including Annual Awards night, Service recognition and more. 
• Support When You Need It: Access confidential support anytime through Intellect, our mental health and wellbeing platform

Opteon is committed to cultivating and preserving a culture of inclusion and connectedness, where employees are embraced for their unique qualities and valued for their contributions. We encourage applications from everyone, including people living with disability, job seekers of all ages, members of the LGBTIQA+ community and people from culturally diverse backgrounds, including First Nations People.

How to apply