Executive Assistant

This is a remote position.

Job Summary:

We are seeking a highly organised, emotionally intelligent, and proactive Executive Assistant to support a high-level executive in both personal and professional domains. This role requires exceptional communication skills, discretion, and a deep understanding of diary and inbox management. The successful candidate will play a critical role in keeping the client organised, stress-free, and focused on strategic goals.

Job Summary:

To act as the right hand to the client, ensuring his day flows seamlessly through impeccable diary, inbox, and personal task management, enabling him to focus on high-value activities without distractions.

Key Responsibilities:

• Inbox Management:
  

• Actively monitor and manage the client’s inbox throughout the shift.
  

• Ensure inbox stays under 10 active emails daily.
  

• Unsubscribe from unnecessary mailing lists and sort emails into folders:
  

• Urgent – Wellness / Real Estate / Other
  

• Partners & Banks
  

• Design – For TG
  

• Family, Friends, Private Residences
  Reading List (for weekly printing)

• Diary & Calendar Management:
  

• Schedule and confirm both personal and professional appointments.
  

• Proactively prevent scheduling conflicts.
  

• Ensure all meeting details are up to date and client is well-prepared.
  

• Morning Briefing:
  

• Send a WhatsApp voice message by 5:15 AM daily including:
  

• Today’s meetings
  

• Meetings to be scheduled
  

• Overnight email summary
  

• Personal reminders and updates
  

• Wellness prompts
  

• Gift Sourcing & Coordination:
  

• Research and present options for personal and business gift-giving.
  

• Liaise with vendors and ensure timely delivery.
  

• Personal Task Management:
  

• Book personal appointments (medical, wellness, social, etc.).
  

• Organise tasks related to family and private residences.
  

• Maintain confidentiality at all times.
  

Success Metrics (KPIs):

• Inbox is maintained with less than 10 unresolved emails daily.
  

• Daily voice updates are consistently delivered before 5:15 AM.
  

• 100% of calendar events are confirmed and free of conflicts.
  Personal errands and appointments are executed without follow-ups.

• High satisfaction score from the client in quarterly reviews (subjective KPI).
  

Experience, Requirements and Qualifications:

• 3+ years of experience as an Executive Assistant or Personal Assistant, preferably in a virtual capacity.
  

• Proven experience managing high-level inboxes and schedules.
  Experience working with Australian executives or within Australian business culture.

• Experience handling personal matters with a high level of discretion and emotional maturity.
  

• Strong verbal and written English communication skills.
  

• Ability to work rigid hours, starting daily at 5:00 AM AEST.
  

• High-speed and reliable internet connection.
  

• Familiarity with Australian culture, communication styles, and time zones.
  

• Highly professional, discreet, and emotionally intelligent.
  

• Comfortable working independently with minimal supervision.
  

Skills and Personal Attributes:

• People Skills: Strong emotional intelligence, active listening, and confidence in speaking directly and respectfully.
  

• Organisational Excellence: Able to juggle multiple tasks and stay calm under pressure.
  

• Forward Thinking: Plans ahead, anticipates needs, and prevents issues before they arise.
  

• Problem Solving: Knows when to act independently and when to escalate.
  

• Clear Communication: Direct, concise, and effective in all written and spoken interactions.
  

• Tech-savvy, with strong proficiency in email tools, calendar management, and communication platforms.