​Executive Personal Assistant to COO/CFO

Gold Coast location

Permanent, full-time hybrid working arrangements

Salary from $120k, plus super

​

About the position

In this busy and dynamic role, your exceptional project management skills, proactive approach and meticulous attention to detail, will shine in supporting your on-the-go, visionary leader. Working within the Gold Coast micro-office at a minimum of two days per week, you’ll appreciate the autonomy, flexibility and variety on offer within this position.

Equally comfortable when self-directing from home, working within a small team, and coordinating international colleagues, your adaptable and highly-organised mindset will ensure your success. Able to cope with shifting priorities and working flexible hours to cater for a range of time zones, you’ll know when to solve a problem yourself, and when to escalate it. You’re also at ease juggling personal, business and philanthropic responsibilities on behalf of your leader, managing their calendars, documentation, financial processes and vendor relationships with minimal supervision or intervention.

An expert communicator and time manager, with a reputation for delivering on projects within defined timelines, you’ll enjoy being valued as a key player within this purpose-led organisation.

​

Position responsibilities

• managing multiple calendars to proactively schedule personal appointments alongside business meetings with attendees across various timezones 

• managing agendas, minutes, and actions registers ensuring task tracking, completion, and reporting

• leveraging systems such as Slack, Workplace, Jira, Google suite and Microsoft Office to manage tasks and documentation across a range of business, philanthropic and personal concerns

• coordinating inbound and outbound correspondence in a professional and timely manner, including preparation of briefs and responses as required

• coordinating all aspects of domestic and international travel arrangements

• building positive relationships with internal and external stakeholders to coordinate enquiries and provide high quality advice

• professionally preparing documentation such as presentations and various reports

• providing financial management support with expense claims, reporting, invoice processing and reconciliations

• coordinating collection and delivery of goods and services, either in personal vehicle or via courier and mailing services

• managing supplies, services, procurement and vendors

• completing personal tasks for your leader including managing documentation and household payments, and coordinating household repair and maintenance providers

• assisting with various other personal matters and errands as needed

Qualities you’ll need to succeed

• dedication to discretion and maintaining confidentiality

• commitment to accuracy and attention to detail

• highly developed organisational skills and self-motivated mindset

• skilled in developing collaborative and influential relationships with internal and external stakeholders

• outstanding relationship and communication skills to consult, negotiate and drive outcomes

• ability to work effectively both autonomously and as part of a team

• superior capabilities in anticipating needs, decision-making and problem-solving 

• a flexible, proactive approach to adapt to changing priorities with a positive attitude

• ability to multi-task and coordinate competing responsibilities

• strong work ethic, with the capacity to cope with working flexible hours to cater for varied time zones

• willingness to travel locally within own vehicle to fulfil duties as required

Preferred skills and experience

• minimum 10 years’ experience supporting C-suite executives, preferably within an international organisation

• demonstrated track record in project management and associated task management software

• strong proficiency in Microsoft Office and Google suite 

• experience with financial systems such as Quickbooks and Xero will be highly regarded

Benefits

• hybrid working arrangements

• flexible working hours 

• opportunities for international travel

​