Executive Assistant - 6 month fixed term contract

About the opportunity:Executive Assistant (6-month maternity leave cover)

Part-time, fixed term (2 February 2026-1 September 2026)

2-3 days per week.

We’re looking for an experienced Executive Assistant to provide seamless, proactive support to our busy Founder & CEO, Jess Vassallo. In this role, you will provide administrative support with a significant focus on inbox and calendar management, travel arrangements, email/phone communications, and event management, particularly for our eCommerce Growth Summit event. Additionally, you will provide secondary support to the executive team.

This role requires a proactive, highly organised individual with exceptional communication skills and the ability to manage multiple priorities in a fast-paced environment. Maintaining confidentiality and handling sensitive information with discretion is crucial, as well as demonstrating strong problem-solving skills and attention to detail.

We need someone who is always two steps ahead, proactive, steady, and loyal. As a key contributor to the organisation's success, you will ensure the CEO and senior leadership team are well-supported, enabling them to focus on strategic initiatives.

This role is fully remote. You will be required to work extra hours in the weeks leading up to our eCommerce Growth Summit in Melbourne in mid-June 2026, in addition to attending the event (travel/accommodation will be provided if you’re not Melbourne-based).

Key Responsibilities:Inbox Management:

• Manage and prioritise the CEO’s email inbox, ensuring timely responses and flagging important communications.
• Draft and send emails on behalf of the CEO as needed.

Travel Arrangements:

• Plan and coordinate all travel arrangements for the CEO, including flights, accommodations, transportation, and itineraries.
• Handle travel-related changes and emergencies efficiently.

Event Planning and Coordination:

• Organise and coordinate events such as the eCommerce Growth Summit, panel sessions, and other company events.
• Manage event logistics, including venue booking, catering, audio-visual setup, and attendee registration.
• Coordinate with partners, sponsors, and vendors to ensure successful event execution.

Appointment and Calendar Management:

• Schedule and manage the CEO’s appointments, meetings, and personal engagements.
• Maintain and update the CEO’s calendar, ensuring no conflicts and optimising time management.

Administrative Support:

• Prepare meeting agendas, take minutes, and follow up on action items.
• Handle confidential information with discretion and professionalism.
• Conduct research and prepare reports as requested by the CEO.

Communication:

• Act as a point of contact between the CEO and internal/external stakeholders.
• Manage communication channels, ensuring the CEO is informed of important updates.

Qualifications:

• Experience: Minimum of 3 years of experience in a similar role in a fast-paced environment.

Skills:

• Excellent organisational and time-management skills.
• Strong communication and interpersonal abilities.
• Experienced in supporting senior executives with strategic planning and daily operations.
• Proficiency in Google Workspace.
• Ability to manage multiple tasks and prioritise effectively.
• Tech-savvy and can learn and leverage various platforms like Slack, Notion, Asana, etc.
• High level of discretion and confidentiality.
• Detail-oriented with a proactive approach to problem-solving.

Attributes:

• Positive attitude and strong work ethic.
• Flexibility to adapt to changing priorities and demands.
• Ability to work independently and as part of a team.

About Us:

Evocative Media is a leading performance marketing agency committed to delivering growth for Direct-to-Consumer (DTC) brands. Our team of experts specialise in Paid Social, Paid Search, and Email Marketing working with brands including Ksubi, Culture Kings, Lorna Jane, Runaway The Label, Billini, Ringers Western, Dissh to name just a few.