Job Overview

Our client is seeking a highly organized, proactive Studio Executive Assistant & Project Coordinator to support senior leadership and keep the day-to-day administration and projects of the studio moving smoothly. This role goes beyond traditional executive assistance. The ideal candidate will have a project management or project coordination mindset, with the ability to manage multiple priorities, track deadlines, coordinate different stakeholders and ensure tasks move from start to completion. You will be responsible for calendar and executive support, project coordination, records management, events administration, recruitment administration and general studio operations. The right person does not wait to be chased. When given a task, you take ownership, identify the next steps, coordinate what is needed, follow through and report back clearly.

Schedule

• Flexible during client business hours, Sydney Time (40 work hours per week)

Responsibilities

Executive & Diary Support

• Manage the executive's calendar, including scheduling, rescheduling and resolving clashes across Sydney and other time zones.
• Ensure adequate travel and preparation time is accounted for when scheduling meetings.
• Communicate clearly with attendees when meetings are moved or cancelled.
• Send reminders and follow up on outstanding action items.
• Prepare meeting packs, including agendas, attendee context and relevant documents.
• Keep track of upcoming commitments, deadlines and follow-ups.

Project Coordination

• Support the coordination and administration of multiple projects across the studio.
• Maintain project timelines, task lists, deadlines and follow-ups.
• Track outstanding actions and ensure responsible parties are reminded when deadlines are approaching.
• Coordinate information and documentation between internal and external stakeholders.
• Identify missing information, dependencies or potential delays and escalate them early.
• Keep project records and status updates organised and up to date.
• Follow projects through from initial brief to completion, ensuring agreed actions are closed out.
• Assist with preparing project updates, meeting notes, action lists and other project documentation.
• Help ensure priorities remain visible and deadlines are not missed across multiple concurrent projects.

Filing & Records Management

• File meeting notes, project documents, contracts and other records in the correct Google Drive folders.
• Follow established document naming conventions consistently.
• Keep CRM contacts and pipeline records accurate and up to date.
• Maintain internal databases and ensure information is entered correctly and promptly.
• Ensure completed documents and records are filed on the same day.

Events Administration

• Support the planning and administration of studio events and projects.
• Assist with ticketing, guest lists and speaker scheduling.
• Prepare and send event reminders and follow-up communications.
• Coordinate event-related information and documentation.
• Track deadlines and outstanding requirements leading up to each event.
• Ensure relevant stakeholders receive the required information on time.

Bookings & Administration

• Coordinate travel, accommodation, restaurants and meeting venues.
• Complete client and supplier onboarding forms.
• Request and track insurance certificates and other required documentation.
• Manage intern and placement paperwork and scheduling.
• Follow up with external parties to ensure outstanding documentation is received.

Recruitment Administration

• Acknowledge applicants and maintain accurate candidate records throughout the recruitment process.
• Review applications to confirm candidates have submitted all required materials, including:
  • CV
  • Cover letter
  • 2–3 minute Loom video
  • DISC assessment with full percentage breakdown
• Book interviews and send interview confirmations.
• Send candidate updates, including rejections, using approved templates.
• Keep the recruitment pipeline current and ensure no candidate progresses without the required materials being reviewed.

Requirements

• 3+ years of experience as an Executive Assistant, Project Coordinator, Studio Assistant, Office Administrator, or similar, with proven project coordination experience.
• Experience managing multiple projects, deadlines, priorities, and stakeholders, including tasks beyond diary management such as events, records, recruitment, or general business administration.
• Experience supporting an entrepreneur, founder, creative professional, or small business owner is preferred; event administration experience is a strong advantage.
• Strong organizational and time-management skills, with excellent attention to detail across calendars, documents, timelines, and communications.
• Proactive and reliable, with strong follow-through and the ability to anticipate next steps, coordinate people, and close outstanding actions independently.
• Clear, professional written and verbal English, with confidence communicating with Australian clients, suppliers, and external stakeholders.
• Able to work independently, know when to escalate, and maintain a high level of discretion and confidentiality.

Key Performance Indicators

• Zero double bookings or unexplained meeting cancellations.
• Outstanding action items are followed up within 24 hours.
• Project deadlines, actions and dependencies are accurately tracked.
• Potential delays or missing information are identified and escalated early.
• All required candidate materials are checked before interviews are booked.
• Files are correctly saved, named and filed on the same day.
• Event and booking details are accurate and communicated on time.
• Projects and tasks are followed through to completion without repeated prompting.

Independent Contractor Perks

• Permanent work from home
• Full-time position
• 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.

One application, multiple possibilities: When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we'll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.