Executive Support & Project Coordinator - (Remote)
Work From Home | Full-Time | AU Hours |
This is not a traditional Executive Assistant role.
You will be the operational right hand to the CEO, helping manage priorities, coordinate projects, follow up with internal team members, and ensure that nothing falls through the cracks.
You will be responsible for keeping tasks on track, chasing updates, maintaining accountability, and creating order from chaos.
The ideal candidate is highly organised, detail-oriented, proactive, and confident communicating with people at all levels.
Key Responsibilities
Executive Support
Manage CEO inbox and communications
Prioritise emails and action items
Prepare meeting agendas and summaries
Coordinate appointments and scheduling
Organise documents and business records
Assist with reporting and business administration
Project Coordination
Track multiple projects simultaneously
Monitor deadlines and deliverables
Follow up with team members for updates
Escalate risks, bottlenecks, and delays
Ensure tasks are completed on time
Maintain project trackers and dashboards
Assist with SOP documentation and process improvement
Team Accountability
Chase outstanding actions and deliverables
Follow up with staff regarding deadlines
Coordinate communication between departments
Ensure commitments made by team members are followed through
Keep leadership informed of project status
Operations Support
Maintain Asana task boards
Update operational reports
Assist with recruitment and onboarding administration
Support client delivery teams where required
Handle ad hoc operational projects
Requirements
Essential
Excellent written and spoken English
Exceptional attention to detail
Strong organisational skills
Ability to manage multiple priorities simultaneously
High level of initiative and ownership
Strong follow-up and accountability skills
Professional communication skills
Ability to work independently
Comfortable working in a fast-paced environment
Experience using project management software
Preferred
Executive Assistant experience
Project Coordinator experience
Experience supporting Australian businesses
Experience with Asana, Google Workspace, Slack, and CRM systems
Recruitment or outsourcing industry experience
Success Looks Like
After 90 days:
CEO inbox is organised and controlled
Follow-ups happen without being requested
Deadlines are consistently met
Team accountability improves
Projects move forward faster
Leadership has visibility across key initiatives
Important tasks no longer fall through the cracks
Key Attributes
We are looking for someone who is:
Extremely organised
Detail obsessed
Reliable
Resourceful
Assertive but professional
Proactive rather than reactive
Calm under pressure
Highly accountable
Solutions focused
Application Instructions
To be considered, applicants must submit:
Updated CV
2-minute video introduction
Written response to the following question:
Describe a situation where you had to manage multiple priorities and chase several stakeholders to achieve a deadline. What was the outcome?
Applications without all three requirements will not be considered.
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