Schedule:
- Flexible within client business hours
- Client timezone: Sydney, Australia
You will manage calendars, correspondence, travel, events, and personal tasks while acting as a trusted liaison across teams, stakeholders, and external partners. Your support will allow the executives to focus on strategic priorities, knowing that operational and personal matters are handled seamlessly.
Key Responsibilities
Executive & Administrative Support
- Manage complex calendars, schedule meetings, and coordinate appointments.
- Screen, prioritise, and draft email correspondence; follow up on action items.
- Prepare reports, presentations, briefing papers, and other documents.
- Liaise with internal teams, clients, and external partners on behalf of the CEO and COO.
- Ensure executives are briefed and prepared ahead of meetings and deadlines.
Operations & Organisation
- Assist with expense tracking, invoicing follow-ups, subscription management, and reconciliation.
- Maintain digital, ensuring information is organised and easily accessible.
- Monitor timelines and ensure tasks are completed — act as the “follow-through engine.”
Travel & Event Coordination
- Plan domestic and international travel, including flights, transfers, accommodation, and
detailed itineraries. - Organise business events, private functions, stakeholder meetings, and venue logistics.
- Prepare run sheets, guest lists, RSVPs, and coordinate catering as needed.
Personal & Lifestyle Support
- Manage personal appointments, bookings, and household logistics (medical, home maintenance, deliveries, contractors, renovations/trades).
- Support personal errands, gift sourcing, and other ad hoc requests.
Project Support
- Assist with strategic initiatives, special projects, and ad hoc tasks requiring discretion, flexibility, and proactive problem-solving.
Required Skills & Experience
- Minimum 5 years’ experience in Executive Assistant or Personal Assistant role supporting senior executives or C-suite leaders, preferably with experience supporting Australian executives.
- Strong planning, organisation, prioritisation, and problem-solving skills.
- Highly proficient with Microsoft Office, Google Workspace, and calendar management tools.
- Exceptional written and verbal communication.
- Ability to handle confidential and sensitive information with discretion and professionalism.
- Experience managing multiple stakeholders, competing priorities, and fast-moving
environments.
Key Attributes
- Anticipates needs and thinks three steps ahead.
- Resourceful, proactive, and solutions focused.
- Highly reliable with a strong sense of ownership and follow-through.
- Calm, composed, and effective under pressure.
Independent Contractor Perks
- HMO Coverage for eligible locations
- Permanent work from home
- Immediate hiring