Executive Assistant to the Founder - WFH

JOB OVERVIEW

We are a growing professional services business working with established businesses across construction, infrastructure, trades and other specialist industries.

The business is currently going through a period of growth and change, and we're looking for someone who is committed to accountability, taking ownership and keeping the Founder on track.

The Executive Assistant role exists to protect the Founder's time, keep the business moving and make sure client commitments don't fall through the cracks.

We have high standards for the work we deliver and how we look after our clients. This means strong attention to detail, timeliness, professionalism and the ability to see what needs to be done without always being told.

THE ROLE

This role requires a higher level of ownership, judgement and accountability than a traditional administrative assistant position.

We're looking for an operational right hand to the Founder.

You will help manage the day-to-day administration of the business, organise existing systems, improve processes and make sure important tasks, follow-ups and commitments are completed.

You'll manage inboxes and calendars, coordinate meetings and follow-ups, prepare client documents, assist with invoicing and finance administration, maintain systems and help establish an effective operating rhythm around the Founder.

You are responsible for knowing what is outstanding, what is due and what needs attention across the Founder's workload, clients and active engagements.

The Founder should not need to continually identify overdue actions or remind you of agreed priorities.

The person who succeeds in this role anticipates rather than waits, gets numbers and formatting right, and has the judgement to know what to handle independently and what needs to be escalated.

KEY RESPONSIBILITIES

Executive Support

• Manage inboxes and calendar.
• Screen and prioritise email s, requests and appointments.
• Prepare for meetings and capture action items.
• Follow up outstanding actions.
• Coordinate travel and scheduling.
• Protect the Founder's focus time.

Client & Engagement Coordination

• Act as a first point of contact for scheduling and routine client communication.
• Handle onboarding administration.
• Maintain the administrative rhythm of active engagements.
• Proactively identify outstanding client actions, follow-ups and deadlines.
• Ensure commitments are followed through and closed out.
• Use project management tools as a control system, not simply as a task list.

Document Production

• Format proposals, reports and client deliverables.
• Maintain consistent company branding.
• Manage document versions.
• Conduct final quality checks for spelling, formatting, hyperlinks, numbers and presentation.
• Ensure documents are professional and ready before being sent to clients.

Invoicing & Finance Administration

• Assist with the client invoicing process using established procedures.
• Prepare invoices based on approved terms.
• Complete pre-submission checks.
• Issue invoices once approved.
• Monitor outstanding payments and send appropriate reminders.
• Escalate commercial questions rather than making or assuming commercial decisions.

Operations Support

• Maintain organised files and documentation.
• Maintain SOPs and internal processes.
• Administer core business tools such as Xero, ---------- , Google Workspace, Slack and GoHighLevel.
• Help improve systems and processes that make the business more efficient.
• Identify opportunities to eliminate unnecessary administration and repetitive work.

WHAT WE'RE LOOKING FOR

• Someone who anticipates needs, takes ownership and closes loops without constant supervision.
• Strong prioritisation and judgement.
• Understands that client commitments and time-sensitive matters take priority.
• High accuracy, particularly with numbers, documents and formatting.
• Strong written English with excellent attention to grammar and detail.
• Comfortable working with Australian English and business communication.
• Discretion and confidentiality when handling commercial and financial information.
• Confident using Xero, ---------- and Google Workspace, with the ability to quickly learn new systems.
• Strong organisational skills and ability to manage competing priorities.
• Good judgement around what can be handled independently and what should be escalated.
• Calm, reliable and organised in a fast-moving business environment.
• Comfortable using AI tools to improve productivity, while applying your own judgement to anything AI produces.
• Able to check AI-generated outputs for accuracy, relevance, duplication and context before using them.

WELL REGARDED

• Experience supporting a Founder, CEO, Director or business owner.
• Experience working with a small or growing professional-services business.
• Experience with Xero, invoicing or bookkeeping administration.
• Experience with tenders, procurement, compliance or accreditation.
• Experience working with Australian businesses or clients.
• Experience with project management and CRM platforms.

PRACTICAL DETAILS

• Part-time.
• Remote / offshore contractor.
• Core working hours commence at 8:30am AEST.
• Reporting directly to the Founder.
• Hourly rate dependent on experience and capability.
• Opportunity for the role to grow as the business grows.

TO APPLY

Please provide:

• Your CV.
• A short introduction explaining why this role interests you and the type of Founder, CEO or business you've previously supported.
• An example of a situation where you identified something important that needed attention before the person you supported asked you to deal with it. Tell us what you noticed, what you did and the outcome.
• Your location and time zone.
• Your hourly rate in AUD.
• Your availability per week.
• Your earliest available start date.

Shortlisted applicants may be invited to complete a paid practical work trial, followed by a short interview.

Please don't send a generic cover letter.

We're much more interested in understanding how you think, prioritise, communicate and take ownership.

SKILL REQUIREMENTS

• Organization
• Operations Management
• Executive Assistance
• Project Management
• Administrative Support
• Client Coordination
• Xero
• Google Workspace
• ----------