Job Overview

Our client is looking for a dependable, organized, and tech-capable Executive & Operations Assistant to support the CEO of a growing global PR agency. This agency specializes in guaranteed editorial coverage and press relations for brands across any industry, operating on a subscription-based model.

In this role, you will be the CEO’s right-hand—managing calendars, handling communications, and keeping things running smoothly. But what makes this role different is that you will also be the go-to person for HubSpot, helping manage contacts, deals, and basic reports.

High-level executive experience is not required; our client is seeking a professional with at least one year of hands-on HubSpot experience, one year of administrative support, and a proactive, solution-oriented mindset.

Schedule

• Monday - Friday, 9:00 AM - 6:00 PM Sydney Time, with 1 hour unpaid break (40 work hours per week)

Responsibilities

Executive & Administrative Support

• Manage the CEO’s calendar: schedule meetings, avoid conflicts, and remind them of upcoming commitments.
• Act as a gatekeeper: screen emails and calls, flag what’s important, and handle routine correspondence.
• Prepare and edit basic documents, presentations, and internal notes.
• Book travel and accommodation (flights, hotels, transport) as needed.
• Anticipate simple needs—like preparing meeting agendas or following up on action items.

HubSpot Support

• Keep the HubSpot database clean: update contacts, companies, and deal stages.
• Log client interactions and notes so the CEO has accurate history.
• Generate basic reports (e.g., open deals, recent client activity) when requested.
• Help with simple automations or workflows if you know how—but cleaning and organizing data is the main need.

Communication & Coordination

• Act as a bridge between the CEO, internal team members, and external clients/partners.
• Ensure follow-ups happen after meetings and client discussions.
• Communicate professionally and clearly in English, both written and verbal.

Operations & Process Help

• Spot small inefficiencies (e.g., messy folders, missed follow-ups) and suggest simple fixes.
• Help organize files, documents, and basic data to support decision-making.
• Take on small special projects as assigned by the CEO.

Requirements

• At least 1 year of hands-on experience managing databases, deals, and reporting within the platform.
• Minimum 1 year in an Executive Assistant, administrative, or operations support role.
• Professional verbal and written English communication skills for client and internal coordination.
• Comfortable with Microsoft Office (Word, Excel, Outlook) and collaboration tools like Slack or Zoom. 
• Highly organized and proactive, with no other full-time jobs or side hustles to ensure full focus during shift hours.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

Note

• Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.