Experienced Executive Assistant to the Director and Founder

How to apply (all required)

• Start your application with “Charlie EA” so we know you read to the end.
• Attach your CV as a PDF. For each EA role, list the dates, the company, and your executive’s job title.
• Record a 3-minute Loom on this one question: “Tell us about the hardest week you’ve had supporting an executive. What went wrong, and what did you do?” Speak naturally, with NO script. We want to hear how you think.

Answer these questions in your application:

• How many years have you supported one executive one-on-one? Who were they (job title and type of business)?
• Why are you looking for a new role now?
• Can you work 8am–4pm Melbourne time, Monday to Friday? Yes or no.

Applications missing any of these WIL NOT be considered.

Tired of night shifts? This is a senior, full-time EA role for an Australian founder. You’ll work Melbourne business hours, which is early morning to early afternoon in the Philippines, so you get your evenings back.

About us
Charlie Property is a property investment, renovation and flipping business based in Geelong, Australia. We have 40+ investment properties and 10+ renovation projects, and we’re launching new ventures, including a Buyer’s Agency. Our remote team works across Australia and Southeast Asia.

The role
You’ll be the right hand to our Director and Founder. You’ll protect his time, run his day and make sure nothing falls through the cracks. This is not a general VA job. We want someone who has done one-on-one executive support for years and can step in and take over from day one.

What you’ll be doing

• Inbox and phone: Run Charles’s inbox and the office inbox. Draft replies, flag what needs his decision and follow up until each item is closed. Answer the business phone line.
• Calendar and daily briefing: Manage his business and personal calendar. Send a short daily briefing so he knows what matters today.
• Live support: Work alongside Charles in our virtual office (body doubling) and join calls while he drives to work through tasks together.
• Property admin: Connect utilities and insurance, and track settlements and other key deadlines.
• Finance and personal admin: Keep the bills sheet up to date, prepare supplier bills in Xero, handle purchasing, and complete forms, registrations and bookings.
• Projects and SOPs: Find grants and awards we qualify for and apply before they close. Write up what you do as SOPs and Loom walkthroughs.

Must-haves

• At least 3 years as a dedicated EA giving one-on-one support to a founder, CEO or director (5–10 years is ideal)
• 8+ years of total experience as a VA or EA
• Long stays with past employers or clients. We’ll ask about every gap and every move.
• Able to work 8am–4pm Melbourne time, Monday to Friday (currently 5am–1pm PH time). A 9am Melbourne start is the latest we can accept.
• Excellent written and spoken English, and confident on the phone with Australian suppliers
• Strong with numbers and detail, with experience in Xero or similar software
• Comfortable with Google Workspace, ClickUp and Slack. Using AI tools like Claude every day is a big plus.

Nice to have: Australian property or real estate experience.

Pay and terms

• USD $8–10/hour depending on experience. The top of the range is for candidates with 8+ years of founder support.

Full-time, 40 hours a week. Remote, independent contractor.

• Every candidate completes a paid trial before any offer.