Executive Assistant

Location: Adelaide, Australia

Who Are We?  

About Airlock Digital: 

Airlock Digital is a global leader in application control and allowlisting. We seek to empower every organization to run only what they trust and operate free from malware and ransomware.  

With rapid growth across Australia, North America, and EMEA. We are committed to our core values, respect, determination, and integrity. We support a diverse and expanding global customer base. At Airlock, we pride ourselves on being a team of humble, collaborative, and driven professionals who support one another and share a passion for cybersecurity.

What We Are Looking For: 

Reporting to the President & COO and CFO, the Executive Assistant is a trusted partner to the Airlock Digital’s C-level leadership team, enabling leaders to operate with focus, preparation, and discipline across a global, high-growth technology organisation. The role provides sophisticated executive support, coordinates enterprise priorities, and serves as a central link between executives, the Board, employees, and external stakeholders. 

Working across Australian and US time zones, this role owns complex scheduling, executive and Board meeting preparation, governance coordination, travel, communications, and follow-through. The Executive Assistant anticipates needs, applies sound judgment, and builds systems that keep decisions, commitments, and strategic priorities moving. 

This role is suited to a proactive, highly capable operator who thrives in a fast-paced environment and brings exceptional discretion, intellectual curiosity, attention to detail, and a strong bias for action. 

Key Responsibilities:

C-Suite Executive Support & Leverage 

• Provide high-level executive support to the C-level leadership team, balancing priorities across leaders while maintaining clear ownership, responsiveness, and service standards. 

• Design and actively manage complex calendars across Australian and US time zones, protecting strategic focus time, establishing disciplined meeting rhythms, and resolving competing demands with sound judgment. 

• Serve as a trusted filter and primary coordination point for the executive office, triaging inbound requests, scheduling correspondence, and internal and external communications. 

• Anticipate executive needs, surface risks or conflicts early, and independently implement practical solutions before priorities or deadlines are affected. 

• Draft, review, and edit executive correspondence, presentations, briefing notes, and internal communications to a high professional standard. 

Board & Governance Support 

• Own the Board and committee calendar, coordinating meeting dates, key governance milestones, paper deadlines, approvals, and follow-up across the CEO, C-level leaders, Board members, and relevant advisers. 

• Manage Board meetings end to end, including agendas, logistics, travel, venues, virtual access, catering, attendee communications, and secure distribution of materials. 

• Coordinate the preparation, quality review, collation, and timely circulation of Board and committee papers, presentations, pre-reads, resolutions, and supporting materials. 

• Maintain the Board portal and accurate governance records, ensuring materials, decisions, approvals, and actions are organised, current, confidential, and readily accessible to authorised stakeholders. 

• Prepare executives for Board and investor engagements through briefing materials, background research, meeting packs, rehearsals, and clear visibility of required decisions and discussion points. 

• Capture and validate meeting actions and decisions, maintain action registers, and drive timely follow-through with accountable executives and stakeholders; support formal minutes and governance documentation as required.
  
  
• Build trusted, professional relationships with Board members and their offices, investors, advisers, and other key external stakeholders, handling all interactions with discretion and sound judgment. 

Meeting Discipline, Priorities & Follow-Through 

• Establish consistent meeting discipline for executive meetings, including a clear purpose, appropriate attendees, agendas, advance materials, decision requirements, and documented actions. 

• Prepare the CEO and C-level leaders for internal and external engagements by coordinating agendas, presentations, briefing materials, stakeholder context, and relevant background information. 

• Track commitments, decisions, and priority actions arising from executive and Board meetings, ensuring owners and deadlines are clear and follow-up occurs promptly. 

• Coordinate leadership team meetings, company town halls, strategic planning sessions, and leadership offsites from planning through execution and post-event follow-up. 

Travel, Events & Stakeholder Engagement 

• Plan and manage complex domestic and international travel for supported executives, including detailed itineraries, documentation, accommodation, ground transport, time-zone considerations, and contingency plans. 

• Coordinate executive participation in customer, partner, investor, media, conference, and speaking engagements, ensuring leaders are fully briefed and prepared. 

• Deliver Board events, leadership offsites, company town halls, and other executive or company-wide events end to end in partnership with internal teams and external vendors. 

Operational Excellence & Special Projects 

• Partner with C-level leaders and cross-functional teams on special projects and strategic initiatives, taking ownership of timelines, stakeholders, deliverables, and execution through completion. 

• Develop trackers, reports, presentations, and operating tools that improve visibility, accountability, and executive decision-making. 

• Use AI and modern productivity tools to automate repetitive administrative work, improve workflows, and continually raise the quality and speed of executive support. 

• Partner with workplace and operational teams to ensure seamless executive support and effective coordination across regions. 

• Step into new priorities and responsibilities as Airlock Digital’s needs evolve. 

• Melbourne-based; from Airlock Digital's office 2-3 days per week. 

Required Skills & Qualifications:

• Typically 7+ years of experience providing high-level support to a CEO, founder, C-suite executive, or senior leadership team in a fast-paced, high-growth, or similarly demanding environment. 
  
  
• Demonstrated success supporting multiple C-level leaders and exercising judgment when balancing competing priorities, stakeholders, and deadlines.
   
• Substantial experience coordinating Board and committee meetings, preparing and distributing Board-level materials, and supporting governance processes and executive communications. 
  
  
• Advanced calendar management and scheduling capability across international time zones, ideally Australia and the US. 
  
  
• Strong project management skills, including the ability to establish plans, coordinate stakeholders, track deliverables, and drive work through completion with minimal direction. 
  
  
• Exceptional written and verbal communication skills, with confidence interacting with executives, Board members, investors, customers, employees, advisers, and external partners. 
  
  
• Highly developed business judgment, problem-solving ability, and discretion when handling confidential Board, commercial, legal, personnel, and personal matters. 
  
  
• Advanced proficiency with Microsoft Office and/or Google Workspace, Slack, virtual meeting platforms, Board portals, and modern business productivity tools. 
  
  
• Genuine fluency and enthusiasm for using AI tools to improve personal productivity, meeting preparation, information management, and administrative workflows. 
  
  
• Experience coordinating domestic and international travel, leadership offsites, executive events, and company-wide meetings. 
  
  
• Ability to work autonomously and flexibly across global time zones in a dynamic, evolving environment. 

Key Attributes 

• Highly autonomous, proactive, resourceful, and comfortable operating with ambiguity. 
  
  
• Exceptional attention to detail, accuracy, organisation, and follow-through; commitments are delivered and risks are flagged early. 
  
  
• Calm, resilient, and agile when priorities change or pressure is high. 
  
  
• Direct, adaptable, and professional communicator who builds trust across different working styles, functions, and cultures. 
  
  
• Strategic relationship builder who understands the broader business context while managing critical details. 
  
  
• Intellectually curious, systems-minded, and consistently looking for ways to improve how work gets done. 
  
  
• Absolute integrity and discretion. 

Desirable 

• Experience in a global technology, cybersecurity, startup, scale-up, or other high-growth organisation. 
  
  
• Experience supporting Board, investor, fundraising, or transaction-related activity. 
  
  
• Experience with project coordination, event production, or executive operations beyond traditional administrative support. 

What We Offer: 

We don’t think money is everything, but we know it is an important part of your decision to apply for a role.  Additional factors considered in extending an offer include responsibilities of the job, education, location, experience, knowledge, skills, abilities, and internal equity, alignment with market data, or applicable laws.  

Flexible Work Environment, Hybrid or Remote – Time Off - Paid Volunteering Time - Birthday Leave - Paid parental Leaves - Home Office Allowance 

Our Commitment: 

We believe in supporting our team members both personally and professionally. Named one of the Australia’s Greatest Places to Work and 5th best technology company for 2025, we value flexibility, trust, and a work environment that empowers our team to do their best work. 

We will be assessing applications as they come in, so we encourage you to send your resume through to us as soon as possible. All official job offers from our company are extended directly by our recruitment team and will be sent through an official BambooHR document for your review and signature. Please be aware that we do not ask for any personal information in the process of extending offers of employment, such as financial details. Upon acceptance of any offer, we will request such information as part of the onboarding process prior to or on your first day of employment, and only after completing a National Police Check through an authorized third-party vendor. If you receive any communication asking for personal details outside of these processes, please contact us immediately to verify the authenticity of the request. Your security is important to us, and we are committed to a safe and transparent hiring experience. No contact from recruitment agencies, thank you.