Executive Support & Project Coordinator

Executive Support & Project Coordinator - (Remote)

Work From Home | Full-Time | AU Hours |

This is not a traditional Executive Assistant role.

You will be the operational right hand to the CEO, helping manage priorities, coordinate projects, follow up with internal team members, and ensure that nothing falls through the cracks.

You will be responsible for keeping tasks on track, chasing updates, maintaining accountability, and creating order from chaos.

The ideal candidate is highly organised, detail-oriented, proactive, and confident communicating with people at all levels.

Key Responsibilities

Executive Support

• Manage CEO inbox and communications

• Prioritise emails and action items

• Prepare meeting agendas and summaries

• Coordinate appointments and scheduling

• Organise documents and business records

• Assist with reporting and business administration

Project Coordination

• Track multiple projects simultaneously

• Monitor deadlines and deliverables

• Follow up with team members for updates

• Escalate risks, bottlenecks, and delays

• Ensure tasks are completed on time

• Maintain project trackers and dashboards

• Assist with SOP documentation and process improvement

Team Accountability

• Chase outstanding actions and deliverables

• Follow up with staff regarding deadlines

• Coordinate communication between departments

• Ensure commitments made by team members are followed through

• Keep leadership informed of project status

Operations Support

• Maintain Asana task boards

• Update operational reports

• Assist with recruitment and onboarding administration

• Support client delivery teams where required

• Handle ad hoc operational projects

Requirements

Essential

• Excellent written and spoken English

• Exceptional attention to detail

• Strong organisational skills

• Ability to manage multiple priorities simultaneously

• High level of initiative and ownership

• Strong follow-up and accountability skills

• Professional communication skills

• Ability to work independently

• Comfortable working in a fast-paced environment

• Experience using project management software

Preferred

• Executive Assistant experience

• Project Coordinator experience

• Experience supporting Australian businesses

• Experience with Asana, Google Workspace, Slack, and CRM systems

• Recruitment or outsourcing industry experience

Success Looks Like

After 90 days:

• CEO inbox is organised and controlled

• Follow-ups happen without being requested

• Deadlines are consistently met

• Team accountability improves

• Projects move forward faster

• Leadership has visibility across key initiatives

• Important tasks no longer fall through the cracks

Key Attributes

We are looking for someone who is:

• Extremely organised

• Detail obsessed

• Reliable

• Resourceful

• Assertive but professional

• Proactive rather than reactive

• Calm under pressure

• Highly accountable

• Solutions focused

Application Instructions

To be considered, applicants must submit:

1. Updated CV

2. 2-minute video introduction

3. Written response to the following question:

Describe a situation where you had to manage multiple priorities and chase several stakeholders to achieve a deadline. What was the outcome?

Applications without all three requirements will not be considered.