Schedule:

• 20 hours per week
• Monday to Friday, flexible between 9 AM to 5 PM Melbourne, Victoria

About Us
We are a fast-growing digital agency that partners with visionary brands to build systems, strategies, and solutions that scale. We work at the intersection of strategy, design, and technology, helping purpose-driven companies grow smarter and operate more efficiently. Our team is remote-first, detail-obsessed, and deeply collaborative.

Role Overview
We’re looking for a proactive, tech-savvy Senior Executive Assistant to streamline our internal operations, support people processes, optimize tools and automations, and assist with project execution and strategic communications. This role is central to keeping our team efficient, informed, and moving forward.

Key Responsibilities

• People & Operations

  • Manage onboarding/offboarding, timesheets, and contractor records

  • Maintain templates, SOPs, and policy documentation

  • Coordinate freelance sourcing, screening, and onboarding

• Automation & Tools

  • Set up and maintain Trello, Notion, and calendar automations

  • Manage CRM updates (HubSpot), proposal templates (Qwilr), and sales data sync

  • Identify and support tool integrations and workflow automations

• Compliance & Security

  • Support security tools (e.g., Vanta) with documentation uploads and checklist tracking

  • Schedule training reminders and ensure compliance

• Product & Research

  • QA survey logic and usability

  • Support qualitative research interviews and feedback tracking

• Executive & Strategic Support

  • Format and send investor updates using Mailchimp

  • Assist in coordinating advisory board meetings and internal planning sessions

• Task & Project Management

  • Maintain and follow up on tasks in Trello/Notion

  • Draft daily priority messages and help drive weekly planning

• Systems & Process Management

  • Create and update SOPs

  • Identify inefficiencies and suggest automation or delegation opportunities

• Personal Support for Founders

  • Book travel and accommodation

  • Help coordinate property-related tasks and communication with tenants

Requirements

• 3+ years of experience in operations, administration, or executive support

• Strong organizational and time-management skills

• Excellent written and verbal communication

• Comfortable with tools like Notion, Trello, HubSpot, Google Workspace, and Zapier

• Proven ability to manage multiple priorities independently

• High attention to detail and a problem-solving mindset

• Flexible availability, including occasional support during evenings/weekends

Independent Contractor Perks

• Permanent work-from-home
• Immediate hiring
• Steady freelance job