Executive Assistant

About This Role

Praxis Partners delivers entire operational departments on demand to established mid-market businesses. It is a fast-moving, AI-augmented consulting operation. Josh O'Sullivan leads Technology, Operations, and AI Strategy. Leanne Van Rensburg leads Marketing and E-Commerce. Together they manage multiple active clients, divisions, and deliveries simultaneously.
This role is the operational nerve center behind both of them inside the business.

You will manage business inboxes, client-facing communications, CRM activity, team coordination, and the operational rhythm that keeps Praxis running. You are not building systems. You are running them, protecting them, and making sure nothing falls through.

This is not a traditional role. We run a heavily AI-augmented operation. You will work alongside advanced technology and AI tools daily. Email, communication, folder management and document management would be considered standard entry.
If you are already using tools like Claude, Notion w/AI, Perplexity, Comet Browser Agent, 1Password, Slack, GoHighLevel and Google AI Studio in your current work, you are the kind of person we are looking for.

This is not a role for someone who waits to be told what to do next. There is also a strong connection of liaison with Josh and Leanne's personal assistant and the Head of Operations.

What Your Day Might Look Like:
- Process all Praxis business inboxes (Josh, Leanne, Praxis shared) to inbox zero by 9:00 AM AEST and again by 4:30 PM AEST, - AI-assisted and pre-filtered
- Review and manage business calendars (60+ meetings per week) for both Josh and Leanne
- Triage Slack messages and surface action items using the provided triage method
- Build and maintain the daily Admin Meeting agenda for Josh
- Action a daily to-do list gathered from email, Notion, Slack, meetings, and voice messages
- Draft client and team communications on behalf of Josh and Leanne using approved tone and templates (not AI-generated slop)
- Liaise with the Personal Assistant on any business matters that intersect with Josh and Leanne's personal calendar

What Your Week Might Look Like:
- Audit business calendars 6 weeks ahead: confirm invites, check for conflicts, verify Zoom links and agendas
- Send Josh a "Week Ahead" business brief every Monday morning
- Review subscription renewals and business expenses
- Follow up on outstanding client and customer responses
- Send Josh a “Week in Review” every Friday afternoon

What Your Month Might Look Like:
- Reconcile costs against the internal SaaS tracker
- Process invoice follow-ups (AI pre-processed)
- Update the CRM, contact lists, and VIP records with new prospects, clients, and partners
- Review business-related property, investment, and capital correspondence

When Required:
- Book business domestic and international travel for Josh and Leanne: flights, accommodation, transport, calendar entries with all confirmation details
- Customer Relationship and Success Management
- Relationship networking communications
- Purchase software, hardware, and client gifts on behalf of Josh and Leanne
- Manage 1Password user confirmations for new tea ---------- mbers
- Manage internal software subscriptions and licence allocation
- Process Loom videos: upload, write descriptions, distribute links
Chase overdue client follow-ups

Tools You Should Know (or Learn Quickly):
We use a modern, cloud-native stack. You do not need to know all of these on day one, but you should be comfortable learning new tools fast. Experience with at least 5-6 of these is expected:
Communication & Scheduling
- Gmail / Google Workspace (Calendar, Drive, Docs, Sheets, Meet)
- Zoom (scheduling, license management, meeting setup)
- Slack (tea ---------- ssaging, channel monitoring)
- WhatsApp (client communication)

Project Management & Documentation:
- Notion w/AI (our central operating system, used for SOPs, databases, wikis, and task tracking)
- Miro (visual collaboration boards, you will navigate and share these, not build architecture)
- Loom (screen recording tool, you will process and distribute recorded SOPs)

AI Tools (this is important):
- Claude AI (used daily for drafting, research, document generation)
- Perplexity (web research)
- Google AI Studio (prompt engineering and content generation)
- Comet Browser Agent (autonomous browsing tasks)
- Granola AI (meeting notes tool, you will extract action items from transcripts)
- NotebookLM (knowledge base tool)

CRM & Business Tools:
- GoHighLevel / GHL (our client CRM, you will navigate contacts, calendars, and basic user admin, not build workflows)
- Stripe (payment tracking visibility)
- Xero (invoice tracking visibility)
- 1Password (team password management)

Nice to Have but not expected:
8n, Supabase, GitHub, Cursor, Cloudflare, Google Cloud Platform, ---------- v, ---------- , Zapier, Linear, Claude Code, Windsor AI, or any developer/automation tools.

Who You Are:
- 2+ years as an EA, Office Manager, or VA supporting a founder, CEO, or dual-founder team
- Strong written English (C1/C2). You will communicate directly with Australian and international clients on behalf of Josh and Leanne
- Available for AEST-adjacent timezone hours
- Already using AI tools in your daily work, actively, not occasionally
- Organised across multiple streams: inboxes, calendars, client threads, admin tasks, simultaneously
- Proactive. You come with solutions. We use the 1-3-1 Rule: 1 problem, 3 options, 1 recommendation
- Comfortable with Loom-based onboarding
- Trusted with sensitive client data, financial visibility, and business-critical correspondence
- Reliable setup: stable internet, quiet workspace, backup power

Bonus points if you have:
- Experience supporting an Australian, Singaporean, or Thai-based business
- Hands-on GoHighLevel experience
- Notion experience as a working operating system

What You Get:
- Direct hire
- Founders who onboard properly: daily check-ins for weeks 1-4, then 3x/week, then weekly
- Full Loom training library for every task (Camcorder Method)
- Access to modern AI tools and current hardware
- Paid ongoing training and development
- Long-term role
- Weekly pay for the first 2 months, then fortnightly or weekly by preference
- Fast-paced, cutting-edge environment
- Performance bonuses and OKR incentives
- Travel and expenses covered when required

How to Apply:
Do not send a generic cover letter. Applications that don't answer all four questions will not be reviewed.

1. Describe the most complex inbox or calendar system you have owned. Not just the tools you used. Tell us what broke, what you caught before it became a problem, and what you changed as a result. (3-5 sentences.)

2. Name 3 AI tools you've used in the last 30 days. One sentence each: specifically what you used it for, and one limitation you've run into firsthand.

3. Your expected hourly rate in USD, AUD, or SGD, and your available hours and start date. NOTE: this is a full time

4. Include the keyword "Singing-purple-dancing-stars" or your application will not be reviewed.