Executive Assistant (AU Director)

Working Hours & Conditions : Monday to Friday 8:00 AM - :00 PM AEST

Holidays : AU National Holiday

ROLE OVERVIEW

We are looking for a polished, highly capable Executive Assistant who can confidently support a business owner and communicate professionally with clients, suppliers, and stakeholders.

RESPONSIBILITIES

The role will evolve over time but is expected to include a combination of executive support, administration, customer service and operational coordination.

Executive Assistant Duties

• Manage director’s diary and schedule
• Arrange meetings with customers and suppliers
• Book domestic and international travel, accommodation and itineraries
• Manage director’s inbox as the relationship develops
• Prioritise daily tasks and help organise director’s workload
• Assist with project coordination across the business
• Help drive accountability against the company's Operational Master Plan (OMP) and long-term business goals

Administration

• Enter invoices and bills into Xero
• Generate purchase orders
• Follow up outstanding purchase orders
• Book freight through online systems
• Prepare Word documents for QA and testing
• Enter sales orders into Xero
• Maintain product codes within Xero
• Create job orders for Wire Rope Services/Bexel Inspection software
• Enter sales enquiries into the CRM (Pipedrive)

ERP Implementation Support

The successful candidate should be comfortable assisting with systems implementation.

• Supporting the rollout of a new ERP system (likely Zoho Inventory and Zoho Books Elite)
• Importing products, suppliers, customers and pricing data
• Assisting with implementation and ongoing administration

Customer Service

• Provide customers with order updates
• Respond professionally to customer enquiries
• Maintain a high standard of communication throughout the customer journey

These duties are based on the client's current requirements and are expected to evolve as the business grows.

QUALIFICATIONS

• Excellent spoken and written English
• Strong phone communication skills
• Professional, warm and personable
• Highly organised with exceptional attention to detail
• Proactive and able to anticipate needs
• Able to manage multiple priorities simultaneously
• Comfortable working autonomously
• Available to work Australian business hours
• Strong administrative and organisational skills
• High level of confidentiality and professionalism

Nice to Have

• Previous Executive Assistant experience
• Experience supporting founders or senior executives
• Operations or office management background
• Xero experience
• CRM experience (Pipedrive, HubSpot or similar)
• Exposure to ERP systems (particularly Zoho)
• Strong project coordination experience