Company Overview

A growing Australian health, fitness, and leisure executive operating across multiple business areas, including year-round fitness facilities, physiotherapy clinics, and seasonal alpine resort operations.

The business owner manages multiple moving parts across different locations and requires a highly organized Executive Assistant to create structure, improve communication flow, and ensure daily priorities are completed efficiently.

Role Overview

We are seeking a proactive and highly organized Executive & Operations Assistant  to act as the right hand to a busy entrepreneur managing several businesses.

This role goes beyond traditional administration — the ideal candidate will help bring organization, structure, and accountability across daily operations, communications, scheduling, and task management.

The successful candidate will be confident working independently, following up on priorities, communicating professionally, and creating systems that allow the business owner to focus on strategic growth.

Schedule

• Flexible within Australian business hours AEST/AEDT (Australia); 20h per week)

Key Responsibilities

Executive Support & Daily Operations

• Manage and prioritize emails, messages, and daily communications across multiple businesses
• Organize the business owner’s calendar, appointments, meetings, and follow-ups
• Track priorities, deadlines, and action items to ensure nothing is missed
• Prepare summaries, reminders, and task updates for leadership
• Support decision-making by organizing information clearly
• Provide proactive administrative assistance across multiple business areas
• Assist with basic social media content creation and scheduling

Communication & Coordination

• Act as a professional point of contact for clients, suppliers, partners, and internal teams
• Handle inbound and outbound calls professionally when required
• Coordinate communication between different locations and business units
• Follow up on outstanding tasks, requests, and commitments
• Ensure smooth information flow between stakeholders

Systems, Processes & Organization

• Create and maintain task management workflows using tools such as Notion or similar platforms
• Organize documents, processes, and operational information
• Improve existing administrative systems and introduce better structures
• Maintain organized records across different businesses
• Identify opportunities to improve efficiency and reduce manual workload

Requirements

• Proven experience as an Executive Assistant, Personal Assistant, or Operations Assistant
• Strong ability to manage multiple priorities across different projects
• Excellent written and verbal English communication skills
• Professional phone manner and confidence speaking with customers or suppliers
• High level of organization and attention to detail
• Ability to work independently without constant direction
• Experience managing calendars, inboxes, and task systems
• Strong follow-through and proactive problem-solving skills
• Comfortable learning new software and digital tools

Highly Regarded Skills & Experience

• Experience supporting entrepreneurs or multiple businesses simultaneously
• Experience with Notion or project management platforms
• Canva graphic design experience
• Background supporting health, fitness, hospitality, or service-based businesses

Scope

• Become the operational support partner for a multi-business owner
• Bring structure and organization to daily workflows
• Reduce administrative workload from leadership
• Maintain communication consistency across businesses
• Support both year-round operations and seasonal peak periods
• Build systems that improve long-term efficiency

Ideal Candidate Profile

The ideal candidate is:

• Naturally organized and detail-focused
• A proactive problem solver
• Comfortable managing several moving pieces at once
• Confident communicating professionally
• Able to create structure from complexity
• Trustworthy and reliable with confidential information
• Someone who enjoys being the person keeping everything running smoothly

Independent Contractor Perks

• 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.