Executive Assistant

About the Role

We are seeking a highly organised, proactive, and resourceful Executive Assistant to support a dynamic entrepreneurial couple based in Sydney, Australia. The role spans both business and personal assistance helping manage business operations, appointments, and projects, as well as assisting in running a busy household with young children.

You will act as a key extension of their professional and personal lives, ensuring day-to-day operations flow seamlessly.

Key Responsibilities

Business Support:

• Manage calendars, schedule meetings, and coordinate appointments across multiple time zones.
• Prepare meeting agendas, presentations, and reports as needed.
• Monitor and respond to emails on behalf of principals where appropriate.
• Assist with project management, task tracking, and deadline management.
• Conduct research and gather information to support business decision-making.
• Liaise with suppliers, clients, and business partners professionally and efficiently.
• Assist with document preparation, filing, and maintaining organised digital records.

Personal and Family Support:

• Manage personal schedules, including medical appointments, school activities, and travel plans.
• Coordinate family events, holidays, and special occasions.
• Assist with household administration (e.g., service bookings, shopping research, gift purchasing).
• Help oversee home maintenance schedules and liaise with service providers.
• Support travel planning: flights, accommodations, itinerary management for family and business trips.

General Administrative Tasks:

• Expense tracking and basic bookkeeping assistance.
• Online research for business, personal, and household needs.
• Create and maintain systems to optimise organisation and productivity.
• Provide proactive reminders and follow-ups to ensure tasks and deadlines are met.

Skills & Qualifications

• Proven experience as an Executive Assistant, Personal Assistant, or similar administrative role (3+ years preferred).
• Experience supporting entrepreneurs, executives, or families is highly regarded.
• Excellent verbal and written English communication skills.
• Strong organisational skills with exceptional attention to detail.
• Ability to manage multiple priorities calmly and efficiently.
• Tech-savvy with proficiency in Google Workspace (Gmail, Calendar, Docs, Sheets), Zoom, WhatsApp, and task/project management tools (e.g., Asana, Trello, Monday.com).
• Comfortable working autonomously with minimal supervision.
• Professional, discreet, and trustworthy with sensitive information.
• Positive attitude, proactive mindset, and willingness to "wear many hats."
• Previous remote work experience an advantage.

Work Environment

• Remote (Work-from-home with occasional in office requirement)
• Must have a reliable internet connection, a quiet working space, and necessary hardware (laptop, headset, etc.).
• Sydney time zone support required (23 hours of overlap during Australian business hours preferred).