Executive Assistant

We're looking for a proactive and highly organised Executive Assistant to support one of the directors with day-to-day administrative and operational tasks. This role is ideal for someone who enjoys keeping things organised, staying one step ahead, and helping a busy team operate efficiently. You'll be responsible for managing schedules, coordinating meetings, handling communications, and supporting project administration while working closely with internal and external stakeholders.

Key Responsibilities

• Manage a busy executive's calendar, schedule meetings, coordinate appointments, and proactively remind the executive of upcoming meetings and commitments throughout the day.
• Monitor and organise emails, draft responses, and follow up on action items.
• Attend meetings when required, take accurate meeting minutes, capture action items, and ensure follow-ups are completed.
• Answer phone calls on behalf of the executive when unavailable and communicate professionally with clients, suppliers, and stakeholders.
• Coordinate travel arrangements, accommodation, and itineraries when required.
• Prepare presentations, reports, correspondence, and other business documents.
• Maintain organised digital files, project documentation, and company records.
• Support project administration by coordinating with clients, suppliers, contractors, and internal team members.
• Assist with invoicing, expense tracking, and general administrative tasks.
• Create marketing materials, presentations, and basic social media assets using Canva.
• Help develop and maintain standard operating procedures (SOPs) and administrative processes.
• Identify opportunities to improve workflows, anticipate executive needs, and take ownership of recurring administrative responsibilities.

Requirements

Required Skills and Qualifications

• At least 3 years of experience as an Executive Assistant supporting Australian business or international clients.
• Experience supporting executives, business owners, or leadership teams.
• Excellent organisational and time management skills with strong attention to detail.
• Strong written and verbal English communication skills.
• Ability to manage multiple priorities and work independently in a remote environment.
• Proficiency with Microsoft Office, Google Workspace, Outlook, and collaboration tools such as Slack or Microsoft Teams.
• Experience with calendar management, inbox management, meeting coordination, and travel bookings.
• Previous marketing experience, with confidence using Canva to create professional presentations, social media content, and marketing materials.
• Comfortable learning and using AI tools such as ChatGPT, Claude, or similar to improve productivity, workflow, and processes.
• Strong problem-solving skills with a proactive and solutions-focused mindset.
• Reliable internet connection and a dedicated home office setup.
• Ability to work confidently with minimal supervision in a fast-paced environment.

Nice to Have

• Experience within the construction, architecture, engineering, or commercial fit-out industry.
• Familiarity with project management tools such as ClickUp, Asana, Monday.com, or Trello.
• Experience creating SOPs and improving administrative workflows.

This is a remote role that will be set up as an independent contractor engagement.

To ensure alignment and transparency, successful candidates will be expected to:

• Disclose any existing ongoing roles or client work
• Reflect this engagement on their LinkedIn profile (clearly marked as 'Independent Contractor')