Executive Assistant and Business Operations Coordinator

About the Role

We are seeking a highly organised and proactive Executive Assistant and Business Operations Coordinator to provide trusted executive support, operational coordination, and business administration across multiple business interests. This is a high-impact role focused on creating structure, maintaining momentum, coordinating stakeholders, and ensuring critical commitments are delivered on time.

This position goes beyond traditional diary and inbox management. You will work closely with senior executives to improve organisational effectiveness, streamline communication, coordinate projects, maintain business systems, and support client-facing activities. Success in this role requires exceptional judgement, discretion, attention to detail, and the ability to confidently manage competing priorities across multiple environments.

About the Client

You will be working with a dynamic and growing group of businesses spanning technology services, business operations, investments, and professional services. The organisation partners with a diverse range of clients and stakeholders and is focused on operational excellence, strong client relationships, and continuous improvement.

The environment is fast-paced, collaborative, and outcome-driven, offering exposure to senior leadership, strategic initiatives, client engagement, marketing coordination, and business operations.

Ideal Profile

Executive Support & Administration

• Demonstrated experience supporting senior executives, directors, or business owners.
• Strong diary, inbox, meeting, and stakeholder management capabilities.
• Exceptional organisational skills with outstanding attention to detail.
• Proven ability to manage multiple priorities and competing deadlines.
• Experience preparing professional correspondence, reports, presentations, and briefing materials.

Communication & Stakeholder Management

• Excellent written and verbal communication skills.
• Confidence engaging with senior stakeholders, clients, suppliers, and external partners.
• Ability to follow up actions professionally while maintaining positive working relationships.
• Strong interpersonal skills with high emotional intelligence and discretion.

Systems & Technical Capability

• Strong proficiency with Microsoft 365, including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint.
• Experience maintaining CRM, project management, or business management systems.
• Ability to manage records, reporting, documentation, and administrative workflows.
• Familiarity with marketing coordination, content scheduling, or digital platforms is advantageous.

Desirable Experience

• Experience within technology, managed services, engineering, construction, refrigeration, or professional services environments.
• Experience supporting client projects and coordinating cross-functional teams.
• Exposure to CRM platforms, project management tools, and business process improvement initiatives.
• Experience working across multiple business entities or privately held business interests.
• Experience liaising with accountants, legal advisers, consultants, and external service providers.

Personal Attributes

• Mature, calm, and professional under pressure.
• Strong commercial awareness and sound judgement.
• Highly reliable, discreet, and trustworthy.
• Persistent and accountable with excellent follow-through.
• Comfortable working with ambiguity while seeking appropriate clarification.
• Able to challenge respectfully and communicate effectively with diverse stakeholders.

Responsibilities

Executive Coordination

• Manage executive calendars, appointments, meetings, and priorities.
• Coordinate meeting preparation, agendas, documentation, and logistics.
• Monitor commitments, actions, and deadlines to ensure effective follow-through.
• Assist executives in prioritising high-value activities and protecting focus time.
• Coordinate travel, events, and stakeholder engagements where required.

Email & Correspondence Management

• Monitor and triage authorised inboxes.
• Draft professional communications and responses.
• Identify urgent, sensitive, or high-priority matters requiring executive attention.
• Maintain organised follow-up systems to reduce missed commitments.
• Coordinate responses involving multiple stakeholders.

Meeting & Action Management

• Prepare agendas and meeting materials.
• Record actions, decisions, responsibilities, and deadlines.
• Maintain action registers and follow up outstanding commitments.
• Escalate blocked, overdue, or unresolved actions.
• Produce concise meeting summaries and status updates.

Stakeholder Coordination

• Act as a professional point of coordination for clients, suppliers, advisers, and internal teams.
• Manage stakeholder expectations and communication.
• Coordinate commitments and ensure clear ownership of deliverables.
• Build strong working relationships across multiple business environments.

Administration & Process Improvement

• Develop and maintain templates, procedures, workflows, and checklists.
• Support reporting, document preparation, approvals, and record management.
• Improve administrative processes and operational efficiency.
• Maintain organised filing systems, registers, and trackers.
• Support onboarding, supplier administration, and business operations activities.

Project Coordination

• Coordinate smaller projects and operational workstreams.
• Track actions, owners, milestones, dependencies, and risks.
• Arrange project meetings and maintain documentation.
• Provide progress updates and escalate delays where required.
• Support project delivery through effective coordination and follow-through.

Client & CRM Management

• Coordinate client communications, meetings, reviews, and follow-ups.
• Maintain accurate CRM records, opportunities, contacts, and activity histories.
• Monitor pipeline hygiene and outstanding client commitments.
• Support onboarding, handovers, and relationship management activities.
• Ensure a professional and consistent client experience.

Marketing & Digital Coordination

• Maintain content and marketing calendars.
• Coordinate content scheduling, approvals, and publication activities.
• Support social media, newsletters, campaigns, and promotional initiatives.
• Liaise with web and marketing teams regarding updates and deliverables.
• Track marketing activities and maintain records of published content.

Business & Executive Operations Support

• Support senior leaders with strategic priorities, stakeholder engagement, and operational initiatives.
• Coordinate documentation, approvals, reporting, and business administration.
• Maintain visibility over key commitments, projects, and business activities.
• Liaise with external advisers, consultants, and service providers where required.
• Handle confidential information with professionalism and discretion.

How we take care of our team

💰 Get paid in Australian Dollars
🏥 Medical insurance from day one for you + spouse (or parents if unmarried)
🩺 Generous OPD coverage from doctor visits to all your medical needs
🏡 Home office setup allowance to build your ideal workspace
🌐 Internet allowance to keep you connected
💪 Gym & wellness allowance to stay fit and balanced
🎉 Work hard, play hard – regular team events & engagement activities
🧠 Diji Assist – Mental health & counseling support when you need it
📚 We invest in you – reimbursement for industry certifications
🗣️ Open-door culture – your ideas and feedback always matter
🌍 Flexible work – home or office, wherever you do your best work
🏆 Rewards & recognition that actually recognize you
🥳 Great christmas & financial year-end parties to unwind with your loved ones