Executive Assistant to the Founder and CEO

Flexible Part-Time or Full-Time Remote Opportunity

We are looking for a bright, highly organised and adaptable Executive Assistant to support the Founder and CEO of a growing Australian professional services business.

This is not a traditional or repetitive virtual assistant role. You will become a trusted right hand to the Founder, helping him manage both his professional responsibilities and selected aspects of his personal life.

The role will include executive support, customer communication, travel coordination, diary management, administration, social media and a broad range of unexpected tasks and projects.

You may find yourself arranging a business meeting one ---------- nt, coordinating personal travel the next, speaking with a customer, researching a new idea or helping improve how the business operates.

For the right person, this is an opportunity to gain experience in an unexpected and rewarding professional industry (Australian Mortgage Broking) and potentially progress into a permanent, higher-paying full-time position with increased responsibility.

The Most Important Requirement: Never Miss a Call

The volume of work may be relatively light and will vary throughout the day.

There may be no calls at all, or there may be no calls during the first half of the day and several calls during the afternoon—or the reverse. Calls may be infrequent, but when the phone rings, it must be answered promptly and professionally.

This role does not involve rigid periods where you are formally “on” or “off.” Instead, we will agree on an appropriate salary based on:

• Your skills and experience
• Your availability across Australian business hours
• The expected volume of work
• The responsibilities you are capable of managing
• Whether the position is structured as part-time or full-time

The arrangement can be flexible, but reliable telephone coverage throughout Australian business hours is essential.

Executive and Personal Support

A major part of this position will be helping the Founder and CEO manage his time, priorities and commitments.

Responsibilities may include:

• Managing professional and personal calendars
• Coordinating meetings, appointments and commitments
• Organising domestic and international travel
• Booking flights, accommodation, transport and activities
• Preparing travel itineraries and keeping arrangements organised
• Managing reminders and ensuring important commitments are not overlooked
• Assisting with selected personal appointments, bookings and administrative matters
• Researching services, purchases, destinations or activities
• Following up people and organisations on the Founder’s behalf
• Helping separate urgent priorities from tasks that can be handled later
• Anticipating what may be required before being asked
• Protecting the Founder’s time by reducing unnecessary interruptions and administrative work

You will have access to business and personal information, so discretion, maturity and confidentiality are essential.

Broader Responsibilities

Your responsibilities may also include:

• Answering incoming calls and handling enquiries professionally
• Communicating with customers and internal and external stakeholders
• Monitoring email s, messages and incoming requests
• Recording accurate messages and ensuring follow-up occurs
• Assisting with general administration and record keeping
• Supporting social media and basic content creation
• Entering, reviewing and maintaining information
• Learning new systems and business processes
• Researching unfamiliar topics
• Assisting with process improvements
• Completing unexpected or ad hoc tasks as they arise

No two days will necessarily look the same. We enjoy finding better ways to do things and are looking for someone who is curious, resourceful and comfortable learning as they go.

Who We Are Looking For

You may be a great fit if you have:

• Excellent spoken and written English
• Strong interpersonal and customer service skills
• A warm, confident and professional telephone manner
• Exceptional attention to detail
• Excellent organisation and diary-management skills
• The ability to learn quickly and retain new information
• The ability to manage both business and personal tasks discreetly
• Good judgment when handling confidential or sensitive matters
• The flexibility to move between very different types of tasks
• Initiative and the confidence to solve problems independently
• The ability to anticipate what needs to happen next
• A positive attitude and good sense of humour
• Reliable internet, telephone and computer equipment
• Backup arrangements for power, internet or equipment disruptions

You do not need previous experience in our industry. We are more interested in your reliability, intelligence, communication skills, attention to detail and willingness to learn.

Artificial Intelligence and Productivity

We are enthusiastic about using technology and artificial intelligence to work smarter.

As part of your application, we would appreciate practical examples of how AI has helped you:

• Complete work more efficiently
• Improve written communication
• Organise or summarise information
• Plan travel or manage schedules
• Learn a new task or system
• Automate repetitive work
• Improve accuracy or customer service
• Generate ideas for social media or business activities

We also expect applicants to understand that AI must be used responsibly.

Confidential, personal, financial or commercially sensitive information must not be entered into unapproved AI tools. AI should improve productivity without compromising privacy, security, accuracy or professional judgment.

Please explain both how you use AI and how you ensure sensitive information remains protected.

Flexibility, Salary and Career Potential

This position may be structured preferably as part-time or full-time for the right applicant.

Salary is flexible and will be agreed based on the successful applicant’s:

• Skills and experience
• Availability
• Expected workload
• Phone coverage commitment
• Range of responsibilities
• Ability to support the Founder independently
• Potential to contribute more broadly to the business

The workload may initially be light and variable, but we are looking for someone who can grow with the role.

An applicant who demonstrates reliability, initiative, discretion and strong communication skills may have the opportunity to learn an unexpected but rewarding professional industry, take on more meaningful responsibilities and progress into a higher-paying full-time role.

How to Apply

Please provide:

1. A brief and engaging introduction about yourself
2. Your relevant executive assistant, virtual assistant or customer service experience
3. Your availability across Australian business hours
4. Whether you are seeking part-time or full-time work
5. Your salary expectations
6. An explanation of how you would ensure no incoming business call is missed
7. Examples of managing another person’s diary, travel, appointments or priorities
8. An example of a time you anticipated what someone needed before being asked
9. Details of your internet, power and equipment backup arrangements
10. Examples of customer or stakeholder communication you have handled
11. Examples of how AI has made you more productive
12. An explanation of how you protect personal and sensitive information when using AI
13. A short voice recording introducing yourself so we can assess your spoken English, personality and telephone manner

We are looking for someone dependable, intelligent, discreet and adaptable who wants more than a basic task-based role.

You will have the opportunity to become a trusted part of the Founder’s professional and personal support system, contribute ideas, work on varied projects, learn valuable new skills and potentially build a long-term career within the business.