Executive Assistant

About Us:

Kite Magnetics, founded in 2022 and headquartered in Melbourne, Australia, is an advanced materials engineering and manufacturing company. Our innovative and patented technology, Aeroperm®, a nanocrystalline magnetic material developed at Monash University, delivers unparalleled efficiency in electric motors and generators. Designed for weight-sensitive and energy-intensive applications, Aeroperm® significantly reduces the total cost of ownership while enhancing system performance. As industry leaders, we are committed to transforming global energy efficiency through cutting-edge materials science.

Position Overview:

As an experienced and highly capable Executive Assistant (EA) you will provide strategic and operational support to the CEO and Chief of Staff. This is a pivotal role in a fast-paced and dynamic environment, requiring initiative, discretion, and the ability to anticipate needs and adapt to shifting priorities.

You will be responsible for managing executive communications, diaries, travel, expense and accounts support, document preparation, and supporting Board reporting. The role also includes broader organisational support across HR, IT coordination, and administrative systems. You will act as a central point of organisation, integral to maintain an organised and efficient workplace, ensuring the Executive team can focus on leadership and growth. 

Reporting to: Chief of Staff

Location: Notting Hill, Victoria, Australia

Hours: Permanent full-time (38 hr/week) in-person role

Key Responsibilities:

1.     Executive Support

o   Manage the CEO’s and Chief of Staff’s diaries, meetings, travel and inboxes, ensuring priorities are clear and time is optimised.

o   Anticipate and prepare materials, briefs, and follow-ups for meetings, ensuring executives are informed and prepared.

o   Screen, prioritise and draft correspondence and communications on behalf of the CEO and Chief of Staff, where appropriate.

o   Coordinate meeting set-up, including scheduling, agenda preparation, distribution of materials, room or AV bookings, catering, and minute-taking where required.

o   Coordinate logistics for internal and external meetings, including Board and investor engagements.

2.     Board and Reporting Support

o   Assist in the preparation of Board and management reports, ensuring accuracy, clarity, and timeliness.

o   Collate and synthesise information from multiple sources into executive-ready documents.

o   Work closely with the Chief of Staff to support preparation and circulation of Board packs, minutes, and governance records.

o   Compile market research and industry intelligence to support executives in developing strategic documents, presentations, and decision-making.

o   Maintain and update Board templates, registers, and key governance documentation under the direction of the Company Secretary.

3.     Administration and Record Keeping

o   Manage office communications, including answering phones, responding to emails, and directing inquiries as necessary.

o   Greet visitors and coordinate meeting room schedules.

o   Maintain office supplies and equipment, ordering replacements and arranging maintenance as needed.

o   Oversee filing and document management systems (electronic and physical), ensuring security and easy retrieval.

o   Prepare and manage templates, contracts, and records in line with compliance requirements. Develop databases to record contracts and/or records; keep the executive informed of any terms and conditions that impact day-to-day operations (e.g. NDA Registry).

o   Coordinate with IT service providers and internal stakeholders to ensure smooth IT operations and support.

4.     Documentation & Record-Keeping:

o   Organise and manage digital and physical files, ensuring easy access and retrieval of important documents.

o   Assist with data entry, document formatting, and preparation of reports and presentations.

5.     Financial & Accounting Support:

o   Process and reconcile executive expenses and company cards/accounts. 

o   Support finance with invoice processing, tracking expenses (e.g Departmental Budgets and R&D spend), and coordinate with the finance department for monthly accounts close procedures and any grant expense reporting/reconciliations.

o   Support finance with annual activities such as annual accounts close, R&D expense reporting and audit.

o   Assist in maintaining financial records and preparing expense reports as needed.

o   Assist with grant, award and other suitable applications, plus any ongoing reporting requirements.

6.     HR & Team Support:

o   Support recruitment, onboarding and offboarding processes, in collaboration with the Chief of Staff, including preparing new hire paperwork, setting up employee workstations and aligning account and document access as required.

o   Assist with HR record keeping, contract administration, and policy documentation.

o   Organise internal events, team activities, and recognition initiatives.

o   Support the Chief of Staff with the planning, coordination, and delivery of company and staff workshops, strategy sessions, and off-sites.

7.     General Office Support

o   Provide overflow administrative support across the company as required.

o   Act as a point of contact for internal staff and external stakeholders on behalf of the CEO.

o   Manage and update the Company website as required and maintain frequent (at least once per month) posts on the Company social media sites.

o   Maintain confidentiality and handle sensitive information with discretion.

o   Monitor and champion policies, processes and procedures and suggest ideas for continuous improvement of the business’ operations and internal governance.

Qualifications and Experience:

• Proven experience (10+ years) as an Executive Assistant, ideally supporting C-level executives in a start-up or high-growth environment.
• Exceptional organisational skills with the ability to prioritise, multi-task, and anticipate needs.
• Strong written and verbal communication skills, with experience drafting reports, correspondence, and professional documents.
• Advanced proficiency with Microsoft Office Suite, and document management systems.
• High level of discretion, judgement, and interpersonal skills to manage sensitive matters.
• Experience in financial administration (expense reconciliation, invoice processing, Xero) 
• Comfort with ambiguity, shifting priorities, and working in a fast-paced start-up environment.
• Attention to detail and a proactive approach to problem-solving.
• Bachelor’s degree in Business Administration, a related discipline or equivalent experience highly regarded.

Personal Attributes:

• Friendly, approachable, and able to work well with others.
• Reliable, responsible, and able to maintain confidentiality.
• Honest, inclusive, collaborative, and responsible.
• A positive personality with a support and service orientation focused on appropriate communication and delivery of outcomes to meet objectives.

• Competitive salary of $110,000-120,000 + statutory superannuation 

• Opportunity to join Employee Stock Ownership Plan (ESOP) post-probation.   

• Collaborative and inclusive work environment 

• Flexible working hours (6:30 to 9:30 am start with corresponding end times) 

Kite Magnetics is an equal-opportunity and equal-outcome employer. We celebrate you and the diversity you bring and are committed to creating an inclusive and welcoming environment for all employees, suppliers, and customers.