Executive Assistant - Operations Support

Executive Assistant – Operations Support

Location: Remote / Work From Home
Employment Type: Full-Time
Working Hours: Australian Business Hours

About the Role

We are seeking a highly organised and proactive Executive Assistant to provide direct executive and operational support to the CEO.

This is not a traditional administrative role. You will help manage priorities, coordinate business activities, follow up with team members and ensure deadlines and commitments are completed.

You will act as the CEO's operational right hand—creating structure, maintaining accountability and ensuring important tasks do not fall through the cracks.

Key Responsibilities

• Manage and prioritise the CEO's inbox, calendar and action items.
• Coordinate meetings, appointments and business communications.
• Prepare agendas, meeting notes, reports and follow-up actions.
• Track operational tasks, deadlines and deliverables.
• Maintain Asana boards, dashboards and project trackers.
• Follow up with staff and stakeholders on outstanding actions.
• Escalate delays, risks and operational bottlenecks.
• Coordinate communication between departments.
• Assist with SOP documentation and process improvements.
• Support recruitment, onboarding and employee administration.
• Organise business documents and maintain accurate records.
• Assist client-delivery and operations teams as required.
• Manage ad hoc operational projects and administrative priorities.
• Keep the CEO informed of project progress and outstanding matters.

Essential Requirements

• Previous Executive Assistant, Operations Coordinator or similar experience.
• Excellent written and spoken English.
• Exceptional organisation and attention to detail.
• Strong follow-up and accountability skills.
• Ability to manage multiple priorities and deadlines.
• High level of initiative, ownership and independence.
• Confident and professional stakeholder communication.
• Ability to work effectively in a fast-paced environment.
• Experience with project and task-management systems.

Preferred Experience

• Experience directly supporting a CEO or senior executive.
• Experience supporting an Australian business.
• Knowledge of Asana, Google Workspace, Slack and CRM platforms.
• Recruitment, outsourcing or professional-services experience.
• Experience documenting SOPs and improving business processes.

Key Attributes

• Extremely organised
• Proactive and solutions-focused
• Assertive but professional
• Detail-focused
• Reliable and accountable
• Resourceful and independent
• Calm under pressure
• Strong at following through

First 90-Day Expectations

• The CEO's inbox, calendar and priorities are organised.
• Follow-ups occur without needing to be requested.
• Operational deadlines are actively monitored and consistently met.
• Team accountability and communication improve.
• Leadership has clear visibility across business activities.
• Processes and project trackers are kept accurate and current.
• Important tasks no longer fall through the cracks.

Application Requirements

Applicants must submit:

• An updated CV
• A two-minute video introduction
• A written response to the following question:

Describe a situation where you managed multiple priorities and followed up with several stakeholders to meet an important deadline. What actions did you take, and what was the outcome?

Applications missing any of these requirements will not be considered.

Originally posted on Himalayas