Overview: We’re looking for a highly proactive and strategic Executive Assistant to support the smooth day-to-day operations of the business. The foundational outsourcing and process setup are already in place, and most administrative tasks have been delegated, so the focus of this role is to operate at a higher level, bringing strategic oversight, operational awareness, and initiative. This is not a task-only role. We’re looking for someone who can anticipate needs, solve problems before they arise, and take full ownership of outcomes, not just instructions. Compensation: 2,000 AUD/month (paid bimonthly) Schedule: Monday to Friday Sydney Time, 40hrs/week Location: Remote Key Responsibilities: Calendar & Inbox Management: Organize and maintain the executive’s inbox and calendar. Draft or respond to emails as needed. Anticipate upcoming events, deadlines, or follow-ups and take appropriate actions (e.g. scheduling, confirmations, reminders). Operational Support & Coordination: Maintain structure across daily operations, ensuring communication and scheduling run seamlessly. Coordinate small operational or administrative projects end-to-end, ensuring accountability and follow-through. Conduct light research tasks and support with invoicing or other recurring admin duties. Proactive Management: Anticipate needs based on calendar events, client activity, and workload cycles. Identify issues or opportunities and propose solutions before being prompted. Ensure the next steps are taken without waiting for directions (e.g., following up after key client meetings). Systems & Process Optimization: Create and refine SOPs, checklists, and workflows for recurring activities. Spot inefficiencies or communication gaps and suggest improvements. Help ensure that internal processes are scalable and efficient. Communication & Alignment: Keep relevant parties aligned and informed. Track commitments, nudge for updates, and maintain clarity across moving parts. Qualifications : Excellent written and verbal communication skills, with the ability to keep multiple stakeholders aligned. Strong problem-solving abilities and a proactive approach to identifying and addressing issues. Demonstrated ability to think in systems and streamline workflows for efficiency. Proven operational awareness, with the ability to anticipate needs and manage next steps independently. Experience creating and refining SOPs, checklists, and structured processes. Ability to coordinate and manage light projects end-to-end with accountability. High level of tech fluency, including Notion, Microsoft Office, Google Workspace, Slack, Calendly, and similar tools. Sound professional judgment and discretion when making independent decisions. The candidate must be proficient in the following tools: Google Workspace (Gmail, Calendar, Drive, Sheets, Docs, Slides), Microsoft Office 365 (Outlook, Word, Excel, PowerPoint, OneNote, Teams), Slack, Zoom, Google Meet, Calendly, Notion, PandaDoc, Canva, LinkedIn, Google Drive, Dropbox, ChatGPT, Loom, Miro, OneDrive, SharePoint
