Job Overview
Our client is looking for an organized and proactive Executive Assistant to become the operational backbone of a busy managing director within a growing solar energy business. This role goes beyond inbox management — you’ll play a key part in streamlining workflows, coordinating across teams, and ensuring day-to-day operations run efficiently.
The ideal candidate is highly independent, detail-oriented, and confident working with minimal supervision. You’ll help transform email and administrative chaos into structured productivity while supporting leadership with executive coordination, compliance tracking, reporting, and operational support.
Experience with AroFlo job management software is highly preferred and will be considered a major advantage for this role.
Client Overview
Join a growing solar energy company that’s making a real impact in renewable energy. This established business has multiple team members, structured processes, and is scaling operations while maintaining focus on sustainable energy solutions. You’ll work directly with the managing director in a company that values efficiency, accountability, and clear communication.
Schedule
Monday - Friday, 8:00 AM - 5:00 PM AEST
(40 work hours per week)
Responsibilities
1. Inbox & Communication Management
- Triage executive inbox daily using established protocols
- Flag only strategic, legal/risk-related, or urgent matters requiring executive input
- Draft professional responses for executive approval
- Monitor and follow up on unanswered emails
- Maintain structured email folder systems and filing taxonomy
- Provide concise daily summaries highlighting priority items requiring attention
2. Calendar & Meeting Management
- Schedule, confirm, and coordinate internal and external meetings
- Prepare short meeting briefs outlining purpose, context, and desired outcomes
- Protect executive “deep work” time through effective calendar management
- Send post-meeting follow-ups and action summaries
- Coordinate across departments to align schedules and priorities
3. Compliance & Risk Tracking
- Maintain training and license registers
- Track improvement notices, safety items, and compliance deadlines
- Maintain incident documentation and related records
- Monitor contract and tender submission deadlines
- Ensure documentation is current, organized, and audit-ready
4. Administrative & Operational Support
- Organize and maintain digital filing systems and document repositories
- Prepare reports, summaries, presentations, and meeting materials
- Attend meetings when required and record detailed minutes
- Coordinate travel arrangements, bookings, and logistics
- Screen and manage incoming calls
- Support special projects and cross-functional initiatives
- Assist with job management coordination through AroFlo
Requirements
- 2–3 years of Executive Assistant experience, preferably supporting C-suite or senior leadership
- Demonstrated experience managing high-volume executive inboxes
- Strong calendar governance and scheduling management capability
- Excellent written and verbal English communication skills
- Strong proficiency in Microsoft Office, particularly Excel and Outlook
- Experience using AroFlo job management software is highly desirable
- Familiarity with Wordpress, Adobe, and Canva is preferred
- High level of discretion and confidentiality
- Strong organizational systems, attention to detail, and problem-solving ability
- Ability to work proactively and independently without immediate direction
- Capable of managing multiple priorities in a fast-paced environment
Independent Contractor Perks
- Health Insurance Coverage for eligible locations
- Permanent work from home
- Immediate hiring