Schedule:

• Work Schedule: Monday - Friday 8:00 AM - 5:00 PM Sydney Time

Overview:

We are seeking a highly organized, proactive, and autonomous Executive Assistant to provide direct support to a client. This role requires exceptional attention to detail, the ability to manage multiple priorities, and a calm yet confident demeanor under pressure.

The ideal candidate will act as the client’s right hand — streamlining day-to-day operations, ensuring seamless communication, and maintaining structure across projects and priorities.

This position is best suited for someone who thrives in a dynamic, fast-paced environment and is comfortable working with a demanding yet inspiring leader focused on strategic and creative pursuits.

Key Responsibilities:

1. Task Management

• Serve as the primary point of contact for organizing and prioritizing the client’s tasks and commitments.
• Translate voice notes, WhatsApp messages, and emails into actionable, trackable tasks.
• Ensure all tasks are documented, updated, and managed through the team’s project management system.
• Follow up on task progress and ensure timely completion.

2. Communication Coordination

• Triage and manage the client’s inbound communication (email, WhatsApp, Slack, etc.).
• Provide daily briefings highlighting critical updates, deadlines, and priorities.
• Relay key messages between the client and internal team members, ensuring clear and accurate communication.
• Act as a communication filter to optimize the client’s time and focus.

3. Documentation and Reporting

• Maintain organized records of meetings, updates, and project developments.
• Draft concise daily and weekly reports summarizing key actions, priorities, and pending items.
• Manage important files, documents, and correspondence using the designated team filing system.

4. Time and Schedule Management

• Manage the client’s calendar, including scheduling meetings, appointments, and reminders.
• Anticipate needs for upcoming meetings (e.g., briefing notes, agendas, and supporting documents).
• Ensure the client is fully prepared for all scheduled commitments.

5. Platform and System Support

• Input notes, updates, and instructions into project management and communication tools (e.g., Slack, Asana, ClickUp, or similar).
• Align the client’s preferred communication style with the team’s operational framework.
• Assist with light administrative tasks across business platforms as needed.

6. Team Alignment and Liaison

• Collaborate closely with team members and others to ensure seamless coordination.
• Communicate key updates, priorities, and expectations between the client and the team.
• Maintain workflow alignment and proactively address minor issues independently.

Qualifications & Requirements:

• Experience: Minimum of 3–5 years as an Executive Assistant, Personal Assistant, or Operations Coordinator supporting a senior executive or entrepreneur.
• Communication Skills: Excellent written and verbal English communication; ability to summarize complex information clearly and succinctly.
• Organization: Exceptional multitasking, prioritization, and attention to detail.
• Tech-Savvy: Proficiency in productivity tools (Google Workspace, Slack, Asana, ClickUp, Notion, etc.).
• Autonomy: Ability to make sound decisions independently, with minimal supervision.
• Professionalism: High level of discretion, confidentiality, and emotional intelligence.
• Resilience: Comfortable working under pressure and with a demanding, fast-moving client.
• Adaptability: Flexible with shifting priorities and working styles.

Preferred Skills

• Experience managing communications for executives in creative, tech, or entrepreneurial environments.
• Strong initiative with a solutions-oriented mindset.
• Excellent judgment in handling sensitive or confidential matters.

Personality Traits

• Proactive, resourceful, and self-motivated.
• Calm and composed under pressure.
• Detail-driven but able to see the big picture.
• Strong interpersonal and diplomacy skills.
• Genuinely enjoys supporting others to succeed.

Independent Contractor Perks:

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