Senior Executive Assistant - Business Operations

The ideal candidate is confident working independently, comfortable managing multiple priorities, and proactive at identifying what needs to happen next without waiting to be asked.

Key Responsibilities

• Coordinate meetings, prepare agendas, collate information, and record actions
• Prepare professional proposals, reports, presentations, and internal communications
• Coordinate travel arrangements, accommodation, itineraries, and bookings
• Maintain task lists, trackers, registers, and business records
• Liaise with employees, suppliers, consultants, recruiters, and external stakeholders
• Research and source information to support business decisions and projects
• Coordinate day-to-day business activities and improvement projects
• Follow up outstanding operational actions and ensure deadlines are met
• Assist with implementing and documenting new systems, processes, and procedures
• Identify administrative gaps and inefficiencies and suggest practical improvements
• Support fleet administration, office administration, internal events, and general business requirements
• Assist with HR administration, employee documentation, recruitment, onboarding, and offboarding
• Maintain employee records, training records, licences, qualifications, and compliance documentation
• Support marketing activities, including content coordination, social media scheduling, and external marketing providers
• Coordinate photographers, videographers, consultants, and other marketing suppliers
• Assist with sourcing information, photographs, and content for marketing activities
• Coordinate information across Operations, Accounts, Estimating, Sales, and Marketing
• Support new projects, business events, supplier research, and other cross-functional initiatives

Requirements

Qualifications & Skills:

• Previous experience as an Executive Assistant, Senior Administrator, Business Operations Coordinator, or similar role
• Strong experience supporting senior leaders and managing competing priorities
• Experience with Pipedrive CRM, Canva and Connecteam will be beneficial
• Excellent organisational and time management skills
• Strong written and verbal English communication skills
• Highly proactive with strong follow-through and attention to detail
• Ability to work independently and take ownership without constant supervision
• Confident coordinating with employees, suppliers, consultants, recruiters, and other stakeholders
• Strong ability to research information, identify gaps, and follow up outstanding actions
• Experience preparing professional documents, reports, presentations, and meeting materials
• Experience with HR administration, recruitment coordination, or employee records highly regarded
• Experience supporting marketing coordination and social media activities is advantageous
• Comfortable working across multiple systems, trackers, documents, and business processes
• Strong problem-solving skills with an interest in improving systems and processes
• Discreet and professional when handling confidential business and employee information
• Previous experience supporting clients in AU/US/UK/CA or similar markets highly regarded

Work Arrangement & Expectations:

• Fully remote role supporting an Australian business
• Work closely with senior leadership and support multiple areas of the business
• Take ownership of tasks from start to finish and proactively follow up outstanding actions
• Raise issues, missing information, and potential delays early
• Keep priorities, deadlines, documents, and follow-ups organised
• Be comfortable working across departments and stepping into different areas as business needs change
• Contribute to the development and improvement of systems, processes, and procedures
• Maintain a high standard of accuracy, professionalism, and confidentiality
• Expected to anticipate what information or action may be needed next rather than simply waiting for instructions
• Opportunity to become a trusted operational partner within a growing business as the role develops