Executive Assistant
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AI Summary
The Executive Assistant provides comprehensive administrative and operational support to the CEO and senior leadership, including calendar management, travel arrangements, and bookkeeping. The role also involves managing CRM data, assisting with marketing tasks, and coordinating internal and external communications.
Responsibilities
- Position Overview: The Executive Assistant role provides essential administrative support to the CEO and other senior leaders by managing calendars, travel arrangements, email correspondence, and meeting coordination. The position includes responsibility for basic bookkeeping in Xero, CRM data management and internal communications, as well as liaison with external stakeholders to ensure efficient day-to-day operations for the CEO. Key Responsibilities: Executive (Founder) Support
- Manage and prioritise executive inbox, including drafting replies and flagging urgent matters.
- Manage calendar
- Schedule and coordinate appointments, meetings, calls and events with internal team, partners and external stakeholders
- Arrange travel bookings including flights, accommodation, and itineraries
- Prepare daily/weekly task lists and reminders
- Help protect focus time by handling interruptions and logistics
- Transcribe meetings and prepare accurate minutes and action items Operations and Administrative Support
- Assist with general business admin and workflow coordination
- Help maintain and improve internal processes and systems
- Support documentation, file organisation and digital workspace management
- Follow up on action items from meetings CRM & Communications Support
- Maintain and update CRM (Zoho Bigin), ensuring data accuracy and integrity
- Assist with email campaigns, newsletters and mailouts
- Prepare, edit, and format documents, reports, and presentations Marketing
- Support LinkedIn marketing, including publishing LinkedIn posts
- Assist with creating branded visuals using Canva
- Support creation of website and newsletter content
- Coordinate with external marketing support
- Coordinate with external website support Bookkeeping and Financial Administration
- Perform basic bookkeeping tasks in Xero including data entry and reconciliation
- Track expenses
- Help maintain financial records
- Support invoice and payment tracking (in coordination with accountant) Team Support
- Light admin support for General Manager and sales team
- Process timesheets and prepare regular reports
- Undertake ad hoc tasks as required
Requirements
- Qualifications:
- At least 3 years of experience in an executive assistant, personal assistant, or senior administrative support role
- High level of proficiency in Google Workspace or Microsoft Office
- Experience with bookkeeping software (Xero or similar) and basic understanding of accounting principles
- Experience with CRM systems (Zoho Bigin or similar)
- Experience with Canva for brochures and presentations
- Strong written and verbal English communication skills, with excellent attention to detail and accuracy
- Demonstrated ability to handle confidential and sensitive information with discretion and professionalism
- Excellent organisational and time management skills, with ability to work independently in a remote environment
- Reliable internet connection and appropriate home office setup for remote work
- Comfortable working with technical teams and information Tools (Preferred):
- Xero
- Zoho Bigin CRM
- Google Workspace
Work Arrangement
- Work Setup: Flexible Work Arrangement
- Work Hours: Monday to Friday, 9:00 am to 6:00 pm Melbourne time, should complete nine 9 hours work, inclusive of 1 hour lunch break
Why you should join our team!
Leaves entitlement, HMO and life insurance upon hire!
Ready to take on the next challenge? If you’re looking for an organisation with outstanding career-development opportunities, amazing work-life culture, and comprehensive benefits crafted to support work-life harmony, you might be a perfect fit at Deployed!
At Deployed, we truly believe that our team is the core highlight of our brand. With our goal of being a top business partner for our global clients, we take it as a responsibility to build a diverse, inclusive, and growth-oriented work environment where employees of all backgrounds and lifestyles feel a sense of belonging, mutual respect, and kindness.
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