Executive Assistant

MyPass Global is a multi-award-winning workforce compliance software company. Our cutting-edge technology helps companies in high-stakes industries reduce risk, save up to 70% on back-office costs, and create safer work environments through our digital workforce solutions.

With our industry-first digital Skills Passport, workers can seamlessly manage their training and competency information. In essence, we are building a global worker credentialing platform designed to create safer, more connected, and agile workplaces. As we rapidly expand with offices worldwide, we are seeking the next generation of innovative MyPassers to join us in shaping the future of our industry.

The role:

• The Executive Assistant will manage core executive administration functions while also driving seamless communication between the CEO, the COO and the broader organisation. As a key partner to the CEO and COO, this role ensures that the business is aligned with its strategic priorities, fosters collaboration and effective information flow across all levels of the business. 
• The Executive Assistant builds and maintains effective relationships with key internal stakeholders, including the Executive and Senior Leadership teams, Board of Directors, and external partners. Handling highly sensitive information with professionalism and discretion, the individual will contribute significantly to day-to-day efficiency and support long-term strategic planning.

Day to day:

• Coordinate executive team meetings, board meetings, and planning sessions, ensuring objectives and follow-ups are actioned.
• Coordinate monthly and quarterly business reviews, supporting the Executive to track deliverables and progress
• Drive key initiatives from start to finish, ensuring alignment with organisational goals.
• Prepare presentations, reports, and supporting materials to assist with decision-making.
• Facilitate communication and alignment with internal and external stakeholders.
• Act as a feedback conduit, providing insights to guide the CEO & COO’'s approach and decisions.
• Manage information flow between the CEO, COO and the organisation for clarity and alignment.
• Collaborate with senior leaders to resolve strategic and operational challenges.
• Proactively manage the CEO and COO’s schedule to prioritise high-impact activities.
• Handle correspondence, including emails and reports, to ensure timely and accurate communication. Drive alignment through organising and leading forums and workshops.
• Track initiatives, providing updates and recommendations.
• Oversee high-priority projects on behalf of the CEO or COO.
• Partner with People & Culture to improve cultural and communication initiatives.

Our ideal MyPasser:

• A minimum of 5 years in an administrative or executive assistant role. Strong strategic thinking, problem-solving, and decision-making abilities.
• Excellent written and verbal communication skills; experience presenting to executive-level stakeholders.
• Strong influencing skills, achieving outcomes through strong relationships Proven leadership and project management skills; ability to manage multiple projects and drive cross-functional collaboration.
• Strong analytical skills; ability to interpret data to support strategic decisions.
• High level of professionalism, integrity, and discretion in handling sensitive information.
• Strong organisational skills; able to prioritise tasks and work effectively under pressure.
• Proactive, adaptable, and able to anticipate the needs of the CEO, COO and organisation.
• Strong knowledge of Google Suite, Slack, and other standard business tools used for scheduling, collaboration, and communication.
• Experienced in organising and maintaining electronic records and filing systems.
• Comfortable with video conferencing software, project management tools, and internal systems (HRIS, CRM) to streamline workflows and manage key documents.
• Skilled in tracking and maintaining files, records, and documentation critical to executive operations.
• High emotional intelligence, enabling effective relationship building across the organisation at all levels. Ability to navigate stakeholder relationships and interpersonal dynamics and facilitate right outcomes for the business.

Life at MyPass:

• Flexible Hybrid - Ability to mix your working week between the MyPass office and your home office
• Paw Friendly - Pet-friendly office in the CBD
• Celebrate You - Gift cards on your work anniversaries
• Be Healthy - Wellbeing policy with a strong focus on whatever makes you feel good from the inside out, free subscription to the WithU app and complimentary office yoga & pilates sessions
• Fuel Your Growth Journey - Unlocking your potential with a blend of in-person and online learning and development opportunities
• Be Comfortable - Casual Friday every day!
• We Love to Have Fun - Team outings, weekly lunches, team events, the list goes on…
• Generous Employee Referral Program - Rewards for referring top talent

MyPass champions diversity at all levels of the company, and we live by our core values that set us apart. We cultivate an inclusive culture and do not discriminate based on race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. We are dedicated to creating a workplace where everyone feels valued, respected, and empowered to bring their authentic selves to work.