Admin & Executive Support ✦ Dedicated & full-time

Executive
Assistant

Diary, inbox, travel and gatekeeping — a dedicated EA who gives leaders their time back, from $14/hr + GST.

Book my 30-minute call →or run the numbers for your role →
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$14/hrFrom, + GST · full-time
70%Average saving vs a local hire
14 daysBrief → first day
Fully managedWe hire, you lead

What an Executive Assistant does

The highest-leverage hire for a busy leader is the person who protects their time. A dedicated EA runs the calendar, tames the inbox and handles the logistics so you focus on the work only you can do.

Every StaffingSolutions.io executive assistant is recruited, hired and managed by us — reference-checked for your tools, working your business hours, and backed by our zero-risk promise: no placement fee, money-back first week, and a free replacement if the fit isn't right.

What they handle

  • Calendar management — scheduled and protected.
  • Inbox triage — sorted, drafted, actioned.
  • Travel — booked and itineraries built.
  • Meeting prep — agendas, packs and minutes.
  • Expenses & documents — handled.
  • Gatekeeping — the right things reach you.
The actual work

A week in the role

An executive assistant runs one or two senior people's working lives: the diary, the inbox, the board and leadership meeting cycle, travel, and the papers that have to exist before each of those. The judgement call is constant — what gets the executive's time this week and what gets handled without them.

The taskWhat that actually involves
Owning the diary

Holds the executive's calendar in Outlook, protects blocks for deep work and travel transit, resolves clashes by knowing which meeting actually matters, and books across Australian and offshore time zones without leaving the executive dialling in at midnight.

Inbox triage and drafting

Works the executive's inbox under agreed rules: answers what the assistant can answer, drafts replies in the executive's voice for approval, flags what genuinely needs them, and files the rest so the inbox stops being the to-do list.

Board and leadership meeting packs

Sets the meeting timetable for the year, agrees the agenda with the chair, chases paper authors to the submission deadline, and compiles the pack in Diligent Boards or BoardEffect so directors receive it the agreed number of days ahead.

Minutes and action registers

Takes minutes at board and leadership meetings, records resolutions in the words they were carried, maintains the action register with owner and due date, and follows those owners up before the next meeting rather than at it.

End-to-end travel management

Books flights, accommodation and ground transfers through the corporate travel provider, checks visa and passport validity, builds a single itinerary document with confirmation numbers and local contacts, and rebuilds it when a flight is cancelled mid-trip.

Corporate card and expense reconciliation

Reconciles the executive's corporate card in Concur or Expensify, matches a tax invoice showing GST to each transaction, codes to the correct cost centre and project, and submits the claim for the executive to approve.

Briefing packs before meetings

Prepares a short brief ahead of external meetings: who is attending and their background, the history of the relationship, the last conversation and its outcome, the documents in play, and the two or three points the executive needs to land.

Gatekeeping and stakeholder access

Applies the executive's rules on who gets time, holds the standing one-on-one cadence with direct reports, offers alternatives to people who don't need the executive, and escalates the ones who do without waiting to be asked.

Correspondence and document preparation

Drafts letters, papers and presentations to the executive's structure and the organisation's template, formats and proofs documents going to the board or externally, and manages version control so the right draft is the one circulated.

Contracts and signature workflow

Routes documents for the executive's signature through DocuSign, checks execution blocks, schedules and attachments are complete before sending, tracks what is out for signature, and files the executed copy where the business can find it later.

Offsites and executive events

Runs leadership offsites and team events end to end: venue and room set-up, catering and dietary requirements, run sheet and timings, AV and dial-in details, pre-reads to attendees, and the action follow-up afterwards.

The week ahead pack

Sends the executive a Friday summary of the coming week: every meeting with its purpose, what they need to read beforehand, what they owe someone, and the decisions that will land on them.

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Questions

Frequently asked

Can they manage a complex executive calendar?
Yes — diary and inbox management for busy leaders is the core of the role; we reference-check for it before you interview.
How much does an executive assistant cost?
From $14/hr + GST for a full-time, dedicated team member — roughly $29K a year against $95K–$115K all-in for the local equivalent once you add super, leave, payroll tax, software and a desk. No placement fee, no setup fee, no recruitment retainer: you pay from the day they start, for hours worked, and interviewing candidates costs nothing. Specialist roles sit a little higher. Run your numbers →
How fast can they start?
Typically 14 days from your discovery call to day one. In the first week we source and screen against your brief; you get three matched profiles and interview whoever you like. Once you choose, we handle the offer, the contract, equipment and connectivity checks, and induct them on our side before they reach you. Specialist roles — developers, NDIS claims, anything needing niche software — can take a week longer, because we won't pad a shortlist just to hit a date.
What if the fit isn't right?
You're covered twice over. If it's clearly wrong by day five, your first week is refunded in full. After that, a free replacement any time — new shortlist, new interviews, no second fee, because there was never a first one. Before it gets that far, talk to us: our HR manager will work through it with you and the team member, since most problems turn out to be an unclear process rather than the wrong person, and a fortnight of coaching usually fixes it. Replacing someone is the last resort, not the first move.
Is there a minimum term?
Three months, then month to month. It's the same runway you'd give a new local hire to learn your systems, your clients and your standards — and the team members who get a fair run are the ones who stay for years. There are no exit penalties at any point, and if the issue is the person rather than the role, the first-week refund and free replacement cover that separately.
How do you handle confidentiality?
The same way you'd treat any remote team member. Every placement signs an NDA and a confidentiality clause before day one, and they work inside your systems — your email, your CRM, your file storage — so you control what they can see and can revoke access instantly. No client data is stored on our side.
What stays with you, and what goes to them?
They take the recurring, process-driven part of the executive Assistant role — the work that happens the same way every week and eats your day. Judgement calls, client relationships, anything requiring your licence, sign-off or authority stay with you. The clients who get the most out of an executive Assistant hand over a defined process and keep the decisions, rather than handing over the whole function and hoping. On the discovery call we'll map which tasks fall on which side of that line before you commit to anything.
How do I hand the work over without losing weeks to training?
Record yourself doing the task once and talk through it as you go — a fifteen-minute screen recording beats a written manual every time, and your executive Assistant will turn it into a documented process you both work from. Expect the first fortnight to be shadowing and checking, then steadily less. If you have nothing documented, that's normal and it's not a blocker: we'll help you decide what to record first, and your account manager checks in through the whole ramp-up.