Executive & Personal Assistant - PT - AU

The Executive & Personal Assistant protects and manages the Founder's time, both business and personal, so she can focus on business development, client relationships, and senior search delivery, without day-to-day admin (of either kind) consuming her attention.

This is a combined EA/PA role: one person owning the full picture of the Founder's calendar and logistics, rather than the Founder managing the seams between separate business and personal support.

Work Setup: Part-time or fractional, scaling to full-time based on fit and workload

Key Responsibilities — Business (EA)

• Manage the Founder's calendar — scheduling, prioritisation, and proactive conflict resolution across client meetings, BD activity, and personal commitments
• Triage and manage inbox — flagging priorities, drafting routine responses, ensuring nothing time-sensitive is missed
• Coordinate business travel — flights, accommodation, itineraries, logistics
• Prepare briefing materials and agendas ahead of client meetings, BD calls, and industry events
• Support event logistics for industry conferences and BD events (e.g. APACMed, AusMedtech, AdvaMed) — registrations, attendee coordination, pre-event briefs, follow-up sequences
• Maintain contact records and follow-up systems for BD relationships and industry contacts

Key Responsibilities — Personal (PA)

• Plan and book personal travel — the Founder's UK trips, and 2027 travel (Sri Lanka, Croatia/Greek Islands) — researching options, comparing fares/itineraries, and managing bookings end-to-end
• Manage personal appointments and bookings — e.g. medical, fitness, beauty/grooming — scheduling and reminders
• Research and coordinate ad hoc personal projects as needed (e.g. sourcing information, comparing providers, compiling options for a decision — the Founder makes the call, the PA does the legwork)
• Manage personal correspondence and admin — bookings, renewals, subscriptions, follow-ups
• Support gift sourcing, personal shopping research, and other time-consuming personal logistics
• Coordinate with local/on-the-ground contacts (e.g. Neil) where a personal task needs an in-person Sydney presence
• General administrative support, business and personal, as the role and trust develop over time

Event Management — Scope and Boundaries

This role can own the logistics and coordination layer of Australian industry events,  registrations, run-sheets, vendor communication, attendee tracking, briefing documents, and follow-up. Given the role is offshore, it is not suited to on-the-ground, same-day tasks requiring physical presence, venue walkthroughs, last-minute local vendor issues, or in-person problem-solving on the event day. For those elements, the Founder or a local team member (e.g. Neil) remains the on-site point of contact, with the EA managing everything that can be coordinated remotely in the lead-up.

What This Role Is Not

• Not responsible for candidate management or search process — that sits with the Search Coordinator
• Not a client-facing or BD-strategy role — this is time and logistics management in support of BD, not BD execution itself
• Not responsible for on-the-ground event or personal-task delivery in Australia (in-person tasks are flagged to a local contact)

Candidate Profile

• Proven experience as an Executive Assistant and/or Personal Assistant, ideally supporting a founder, director, or senior executive across both business and personal logistics
• Strong organisational skills and judgement — able to prioritise and make sound calls on what needs the Founder's attention versus what can be handled independently
• Experience coordinating both business and personal international travel
• Comfortable working across ANZ time zones with strong availability overlap for real-time communication
• Excellent written English and professional communication style
• High discretion — this role will have visibility into confidential business information and the Founder's personal life
• Experience supporting event logistics is an advantage but not essential

Success Looks Like

• The Founder's calendar reflects genuine BD and client priority, not reactive scheduling
• Inbox, business admin, and personal admin no longer consume the Founder's own time day-to-day
• Business and personal travel are booked ahead of time, smoothly, with no last-minute scrambling
• Event logistics are handled proactively, with the Founder only needed for on-site presence and relationship-building, not coordination
• The Founder can hand off a personal or business task with confidence it will be researched and progressed without her having to manage the detail