Job Overview

Our client is looking for an Executive Assistant to provide high-level administrative, organisational, HR, and strategic support to the Managing Director of a specialist training company focused on occupational violence, de-escalation, and workplace safety. This role requires strong lateral thinking, excellent judgement, and the ability to anticipate needs, streamline workflows, and help delegate effectively across a small, busy team.

Schedule: Monday - Friday, 8:00 AM - 4:00 PM AEST, with 1 hour unpaid break (38 work hours per week)

Responsibilities:

Executive support and coordination

• Manage the Managing Director’s calendar, appointments, and deadlines, ensuring priorities are clear and time is used effectively.
• Screen, prioritise, and respond to emails and enquiries on behalf of the Managing Director where appropriate.
• Prepare meeting agendas, take minutes, and follow up on action items to ensure outcomes are implemented.
• Maintain organised digital filing and documentation (e.g., OneDrive/SharePoint, CRM, project folders).

Travel and logistics management

• Research, plan, and book complex domestic and international travel for the Managing Director and trainers, including flights, accommodation, ground transport, and itineraries.
• Optimise travel for best overall value: balancing cost, time, safety, convenience, and loyalty programs.
• Anticipate risks and issues (tight connections, time zone changes, weather, industrial action) and plan contingencies.
• Maintain an up-to-date travel calendar and briefing packs for each trip.

Delegation and workflow across the team

• Help the Managing Director delegate tasks and authority to the internal team in a structured, traceable way.
• Convert strategic priorities and ideas into clear tasks, owners, and timelines using project/task management tools.
• Monitor progress on delegated tasks and projects, prompting follow-up and flagging issues early.
• Support internal communication by drafting internal updates, simple project briefs, and follow-up messages.

Policies, processes, and documentation

• Assist with reviewing, updating, and formatting company policies, procedures, and training-related documentation.
• Coordinate version control and ensure updated policies and processes are correctly filed and communicated to the team.
• Support the Managing Director with preparing documentation for tenders, compliance audits, and client onboarding where needed.
• Help identify gaps or inconsistencies in processes and suggest practical improvements.

Lateral thinking and problem-solving

• Apply strong lateral thinking to solve operational problems, streamline workflows, and anticipate potential issues before they arise.
• Research options, suppliers, and tools (e.g., for travel, software, or services), present clear comparisons, and make recommendations.
• Act as a sounding board for the Managing Director on operational decisions, offering structured, solutions-focused input.

Confidentiality and professionalism

• Handle sensitive information with absolute discretion and maintain high standards of confidentiality, particularly regarding HR, client, and incident-related matters.
• Represent the Managing Director and the company professionally in all written and verbal communications.

Requirements

• Proven experience as an Executive Assistant, Personal Assistant, or high-level Virtual Assistant supporting a senior leader.
• Demonstrated experience managing complex calendars, priorities, and competing deadlines.
• Strong track record of booking and optimising business travel (domestic and international) for best value and efficiency.
• High level of competency with Microsoft 365 (Outlook, Teams, OneDrive/SharePoint, Word, Excel, PowerPoint).
• Proactive and anticipatory; thinks two steps ahead and does not wait to be told.
• Comfortable asking clarifying questions and pushing for priorities when needed.
• Calm under pressure, with the ability to juggle multiple moving parts and tight timelines.

Nice to have:

• Experience in training, education, or professional services environments is preferred.
• Familiarity with workplace safety, HR, or compliance contexts (e.g., understanding of confidentiality, incident reporting, risk, or policies) is preferred.
• Experience using project management or task management tools (e.g., Asana, Trello, ClickUp, or similar) is preferred.
• Experience working with distributed or remote teams is preferred.

Independent Contractor Perks

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

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