Schedule:

• Monday - Friday, Sydney business hours
• 40 Hours/week

About the Role:

Our client is seeking a highly proactive, strategic, and exceptionally organized partner to provide foundational support to their leadership team and core operations. This is a critical remote role for a candidate who thrives in a fast-paced, entrepreneurial environment and excels at anticipating needs before they arise. The ideal candidate is not just an executor but a thinker—someone who leverages exceptional administrative skills to drive efficiency, uphold our brand’s premium reputation, and ensure seamless daily operations. This role is the central nervous system for their team, requiring confidence, discretion, and a natural inclination for ownership.

Whom You'll Work With:

You will be integrated directly with the leadership of a dynamic, high-growth company in the branding and public relations space. Our client partners with top-tier entrepreneurs and industry leaders to build powerful, newsworthy narratives. You will support a team that values innovation, precision, and proactive thinking.

Key Responsibilities:

• Strategic Administrative Leadership
• Manage complex, fluid calendars and schedule critical meetings across multiple international time zones with meticulous precision.
• Act as the primary gatekeeper and communication hub, drafting correspondence, preparing agendas, and ensuring flawless follow-up on action items.
• Own and organize key documents, files, and records, implementing systems for easy access and efficiency.

Premium Client & Stakeholder Liaison:

• Serve as a polished first point of contact, handling inbound client and prospect inquiries with exceptional professionalism and discretion.
• Clearly interpret, brief, and triage client requests to the internal team, ensuring nothing is missed and communication is seamless.
• Proactively follow up on pending items, managing expectations and upholding the company’s standard of excellence in every interaction.

Operational & Systems Excellence:

• Maintain and format critical data in spreadsheets and basic reports to support decision-making.
• Manage CRM (HubSpot) hygiene, including data entry, list management, and asset organization to ensure a flawless operational backbone.
• Assist in documenting and refining internal processes to scale efficiency and quality.

Proactive Partnership & Initiative:

• Continuously identify areas for improvement, anticipate bottlenecks, and propose solutions without being directed.
• Take full ownership of ad-hoc projects and tasks, functioning as a true extension of the leadership team.

Skills & Experience:

Essential Requirements:

• Elite Communication: Impeccable, nuanced written and spoken English—you can craft professional emails and communicate with confidence.
• Proactive Mindset: A natural problem-solver who takes initiative, spots gaps, and acts without waiting for instructions.
• Unwavering Organization: Superior attention to detail, time management, and the ability to prioritize a dynamic workload independently.
• Technical Proficiency: High comfort level with cloud-based tools, spreadsheets, and the ability to quickly learn new software (e.g., Asana, Slack, MS Office/Google Suite).
• Professional Disposition: Reliable, discreet, and possesses a calm, capable demeanor under pressure.

Preferred Qualifications:

• Proven experience as an Executive Assistant, Chief of Staff, or similar role in a digital, marketing, PR, or creative agency environment.
• Direct hands-on experience with HubSpot CRM, Asana, and Slack.
• Previous experience supporting Australian, US, or UK-based companies and understanding of cross-cultural business etiquette.

What Success Looks Like:

• Leadership can focus on high-level strategy, trusting that all administrative and operational foundations are managed flawlessly.
• Client and team communications are handled with such speed and professionalism that they enhance the company's brand reputation.
• Systems (CRM, schedules, files) are impeccably maintained without reminder.
• You are seen not just as support, but as a strategic partner who actively contributes to smoother operations and team morale.

Independent Contractor Perks:

• HMO Coverage for eligible locations
• Permanent work-from-home
• Immediate hiring