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TYPE OF WORK
Full Time
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SALARY
Salary $5/hour
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HOURS PER WEEK
38
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DATE UPDATED
Mar 18, 2026
About Winston Gray:
Winston Gray is a boutique business transformation firm working with founders, CEOs, and leadership teams navigating growth, complexity, and change. Our work re-creates and re-defines businesses by creating operational efficiencies, removing bottlenecks and streamlining processes.
Winston Gray is one of the fastest growing business transformation firms in Australia, working with medium to extra large commercial companies.
We value, calm, disciplined, and clear individuals that are eager to grow, improve, and share best practices from their experiences.
Position Overview:
The Executive Operations Coordinator provides structured operational and administrative support to the Founder to ensure the smooth running of sales processes, meetings, hiring logistics, and internal business systems.
This role is execution-focused and requires strong organisational capability, attention to detail, and the ability to work independently. The position does not involve strategic decision-making or client advisory work. The primary objective is to ensure operational flow, coordination and follow-through across the business.
Key Responsibilities:
1. Sales & Pipeline Administration
• Coordinate scheduling for prospect and client meetings
• Prepare meeting logistics including calendar invites, video links, and documentation
• Send follow-up communications after meetings as directed
• Issue proposals and supporting documents
• Maintain CRM records and pipeline tracking
• Monitor open sales items and ensure timely follow-up
2. Meeting Coordination & Follow-Through
• Draft and distribute meeting agendas where required
• Capture meeting actions and decisions
• Circulate concise post-meeting summaries
• Track and monitor completion of agreed actions
3. Hiring & Contractor Administration
• Coordinate interview scheduling
• Prepare and track contractor agreements and NDAs
• Support onboarding logistics including access, folders and tool setup
• Maintain organised hiring documentation
4. Business Operations & Systems Administration
• Maintain structured digital filing systems
• Ensure contracts and key documents are stored correctly
5. Calendar & Capacity Management
• Manage Founder calendar in line with agreed scheduling principles
• Protect meeting buffers and prevent unnecessary clustering
• Coordinate scheduling adjustments as required
• Flag capacity or scheduling risks proactively
Required Experience & Skills:
• Minimum 3 years’ experience in an Executive Assistant, Operations Coordinator or equivalent senior administrative role
• Experience supporting founders, executives or senior leaders
• Strong written and verbal English communication skills
• High level of organisational discipline and attention to detail
• Ability to manage multiple priorities independently
• Professional discretion and confidentiality
• Familiarity with a CRM system and/or project management tool e.g
Growth Opportunity:
As Winston Gray grows, this role has the potential to expand into a broader Operations Manager or Chief of Staff like position, subject to performance and business needs.
