Job Overview

Our client is looking for a highly capable and proactive Executive Assistant / Operations Coordinator to support their wider team across multiple functions. This is not a traditional one-to-one assistant role; instead, you will act as a central support function, helping streamline operations, assist team members, and ensure day-to-day processes run smoothly. Our client is seeking someone who can take ownership, think independently, and confidently manage a variety of responsibilities with minimal supervision.

Schedule

• Monday - Friday, 7:00 AM - 4:00 PM Brisbane Time, with 1 hour unpaid break (40 work hours per week)

Responsibilities

Team-Wide Administrative & Operational Support

• Provide administrative and coordination support across the entire team
• Assist multiple stakeholders with day-to-day operational needs
• Act as the first point of contact for internal “how do I do this?” queries
• Help improve and maintain efficient internal processes

Client & Communication Support

• Assist with client communications, ensuring timely and professional responses
• Support coordination between clients and different team members

Onboarding & Documentation

• Support onboarding of new team members, including documentation and system setup
• Maintain accurate and up-to-date internal records and process documentation

Team Coordination & HR Support

• Manage and track leave requests (sick/annual) across the team
• Scheduling / Calendar management
• Coordinate coverage and ensure business continuity
• Assist with team-related logistics such as equipment, uniforms, gym memberships, and EAP

Compliance & Systems Management

• Monitor and manage compliance requirements (certifications, credentials, checks) across the team
• Provide support with systems such as Halaxy, Gmail, and other internal platforms
• Troubleshoot general admin/system issues and escalate when needed

Operational Support

• Handle referral and incentive bonus queries
• Take ownership of time-consuming operational tasks to support the broader team
• Identify opportunities to improve workflows and efficiency across the business
• Potential to assist with calls and basic sales interactions
• Opportunity to take on more advanced operational responsibilities over time

Requirements

• Professional English communication skills (written and verbal)
• Proven experience in an Executive Assistant, Operations Coordinator, or similar role
• Strong organizational and multitasking abilities
• High level of independence, reliability, and accountability
• Proactive mindset with strong problem-solving skills
• Ability to support multiple stakeholders simultaneously
• Tech-savvy, with experience in tools like Gmail, CRMs, or practice management systems (Halaxy experience is a plus)

What Our Client is Looking For

• Someone who thrives in a team support role rather than a one-to-one assistant setup
• A self-starter who takes initiative and ownership
• A problem-solver who can work with minimal direction
• A reliable team player who can adapt to different needs across the business

Independent Contractor Perks

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

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.