Executive Assistant & Business Operations Coordinator

Hours: 20–25 hours per week initially (with opportunity to grow)

About Us

We're a small but ambitious Australian business building a portfolio of companies across media, technology and digital services. We believe in working smarter through systems, automation and AI, and we're looking for someone who wants to grow with us as we launch new ventures over the coming years.

Our current businesses include:

- A drone photography, videography and marketing service for the civil construction and land development industry.
- A newly launching website product, purpose-built for subdivision and land developers, offering fast-turnaround, per-project landing pages and websites.
- Additional ventures currently in development.

About the Role

We're looking for an organised, detail-oriented and proactive Executive Assistant to become an integral part of our team as we build and grow our portfolio of businesses.

Your first and most important focus will be helping get our new website product off the ground - from setting up the systems and processes behind it, to supporting outreach to our first clients. Once that's running smoothly, you'll also help support our established photography and videography business, before growing into a broader operations role across the wider portfolio as new ventures launch.

This isn't a traditional Executive Assistant role. You'll work closely with our directors across multiple businesses, helping turn ideas into reality, keeping projects moving, improving systems, and ensuring nothing falls through the cracks.

No two weeks will look the same. In the early stages, you'll be focused on building out the intake process, client pipeline and admin systems for our newest business. From there, you might be managing inboxes, coordinating calendars and organising travel - or helping launch a new website, improving a business process, researching AI tools, coordinating freelancers or assisting with the development of a new venture.

If you enjoy working with startups, solving problems, improving systems and wearing multiple hats, we'd love to hear from you.

What You'll Be Doing

Getting Our New Website Product Off the Ground (Priority Focus)

- Helping set up and refine our client intake and enquiry process from first contact through to project handover.
- Supporting the build-out of our CRM pipeline, templates and automated workflows for this business.
- Documenting a repeatable, end-to-end process for how projects are scoped, built, reviewed and delivered.
- Researching and building a list of target clients.
- Assisting with early outreach and follow-up once we're ready to start engaging prospects.
- Drafting simple marketing collateral (one-pagers, landing page copy) for review.

Executive Support

- Managing multiple inboxes and responding to emails where appropriate.
- Coordinating business and personal calendars.
- Scheduling meetings and appointments.
- Following up outstanding actions and keeping priorities organised.
- Organising travel, bookings and administrative tasks.
- Providing day-to-day executive support to the directors.

Business Operations

- Assisting with the launch of new products and services.
- Coordinating projects across multiple businesses.
- Managing task boards and ensuring projects stay on track.
- Creating, documenting and improving business systems and processes.
- Researching software, suppliers and business opportunities.
- Preparing documents, proposals and presentations.
- Assisting with the recruitment, onboarding and coordination of contractors and freelancers, including website designers, graphic designers, photo and video editors, and other specialist roles as our businesses grow.
- Liaising with contractors to ensure projects are delivered on time and to a high standard.
- Assisting with general business administration.

Innovation & Automation

We're always looking for smarter ways to work. You'll play an active role in helping us leverage technology, AI and automation to improve productivity and streamline our businesses.

This may include:

- Identifying repetitive tasks that can be automated.
- Researching, testing and implementing new AI tools and software.
- Creating and documenting workflows and standard operating procedures (SOPs).
- Assisting with the implementation of CRM, automation and business management systems.
- Building simple automations using no-code platforms and AI tools (training can be provided).
- Using AI tools to assist with research, drafting content, meeting notes and day-to-day administration.
- Continually identifying opportunities to improve efficiency through better systems and technology.

Marketing & Content Support

- Assisting with website updates.
- Scheduling social media content.
- Uploading blogs and marketing material.
- Coordinating content creation projects.
- Assisting with general marketing activities across our businesses.

General Support

- Responding to customer enquiries.
- CRM management.
- Data entry and reporting.
- Assisting wherever required to help keep the businesses running efficiently.

About You

We're looking for someone who:

- Takes initiative without waiting to be asked.
- Has exceptional attention to detail.
- Loves organising people, projects and systems.
- Is naturally curious and enjoys learning new skills.
- Communicates professionally in written and spoken English.
- Can confidently manage multiple priorities.
- Enjoys working in a fast-paced environment where every week is different.
- Thinks ahead and solves problems before they arise.
- Is comfortable working independently while collaborating with a growing team.
- Embraces technology and enjoys finding smarter ways to work.
- Is comfortable being one of the first people to help stand up a brand-new business from the ground up, not just support an established one.

Experience with tools such as Google Workspace, Notion, Dubsado, Trello, Canva, Loom, ChatGPT, Claude or similar AI and productivity tools will be highly regarded.

What We're Looking For

This role is more about mindset than experience.

We're looking for someone who is proactive, curious and genuinely enjoys making businesses run better. You'll take ownership of your work, look for opportunities to improve systems, and enjoy solving problems without waiting to be told what to do.

In return, you'll be trusted with significant responsibility from day one and have the opportunity to grow alongside our businesses as they expand. As the role evolves, you'll have the chance to take on greater responsibility and help shape how our businesses operate.

What Success Looks Like

After the first 90 days, success means:

- Our newest business has a documented, repeatable client process running end-to-end, with at least one project delivered through it.
- You're confidently running that business's day-to-day admin and enquiries with minimal oversight.
- You've started supporting our established photography and videography business alongside it.

After six months in the role, success means:

- Our inboxes, calendars and day-to-day administration are running smoothly with minimal oversight.
- Projects are organised, progressing efficiently and nothing is slipping through the cracks.
- Business systems and processes have been documented, improved and, where possible, automated.
- AI tools and automations have been introduced to eliminate repetitive work and improve efficiency.
- Contractors and freelancers are being sourced, onboarded and coordinated effectively, allowing projects to move forward without unnecessary delays.
- You're confidently managing priorities across multiple businesses while adapting to new ventures as they're launched.
- You're proactively identifying problems, presenting solutions and taking ownership rather than waiting for direction.
- Our directors are spending less time on administration and more time focused on strategy, growth and building the business.
- You've become a trusted right hand to the directors and an integral part of our team.

Hours & Growth

- Starting at 20–25 hours per week.
- We're an Australian business and generally operate between 7:00am and 6:00pm AEST. While your hours can be flexible, we'd prefer someone who can overlap with our team during Australian business hours to support collaboration.
- This role has genuine opportunity to increase in hours as our businesses grow.
- There is potential for the role to develop into a full-time Business Operations or Operations Manager position over time.

To Apply

Please include:

- A brief introduction about yourself.
- Your relevant experience.
- Why this role interests you.
- Your availability.
- Your hourly rate.
- The software, AI and productivity tools you've used.
- A short example of a time you improved a process or solved a problem without being asked.

To strengthen your application, we'd love you to include a 2–3 minute Loom video introducing yourself, telling us why you're interested in the role, and why you'd be a great fit.

We're looking for someone who wants to become a genuine part of our team - not just fill a position. If you're excited by the opportunity to help build multiple businesses from the ground up while growing your own skills and career, we'd love to hear from you.