Business and Executive Administrator

About the Role

We are looking for a highly organized and proactive Business & Executive Administrator to become the operational backbone of a fast-growing transformation agency. This role is responsible for keeping day-to-day business operations running smoothly while supporting senior leadership across finance, administration, systems, client coordination, and business operations.

This is an excellent opportunity for someone who thrives in a dynamic environment, enjoys creating structure, and wants to grow from executing operational tasks into becoming a trusted right hand to leadership. You'll play a key role in improving processes, protecting leadership time, and ensuring nothing falls through the cracks.

About the Client

You will be working with an innovative Australian transformation consultancy that partners with businesses to solve complex challenges through strategy, automation, artificial intelligence, and digital transformation. Operating as a fully remote, fast-growing organization, the business values initiative, continuous improvement, and giving team members the opportunity to grow alongside the company while making a meaningful impact.

Ideal Profile

Experience & Background

• Experience in administration, executive support, operations, office administration, or sales support.
• Exposure to invoicing, bookkeeping, or financial administration.
• Experience working with cloud-based business systems and shared inboxes.
• Comfortable supporting multiple stakeholders and managing competing priorities.

Technical Skills

• Experience with Xero or similar accounting software is highly regarded.
• Familiarity with CRM platforms such as HubSpot and project management tools such as Jira is advantageous.
• Working knowledge of Microsoft 365, Google Workspace, Slack, and similar collaboration tools.
• Confidence maintaining business systems, user records, and generating reports.
• Comfortable using AI tools to improve productivity and streamline workflows.

Personal Attributes

• Exceptional written and verbal English communication skills.
• Highly organized with excellent attention to detail.
• Proactive, dependable, and able to work independently.
• Resourceful with strong problem-solving skills and sound judgement.
• Comfortable working in a fast-paced, growing business where priorities can evolve.
• Professional, discreet, and trustworthy when handling confidential information.
• Passionate about improving processes and creating repeatable systems.
• Eager to grow into a trusted business partner who proactively supports leadership.

Responsibilities

Executive Administration

• Manage shared inboxes by triaging communications, responding to routine enquiries, and escalating priority items.
• Coordinate calendars, meetings, invitations, and scheduling while preventing conflicts.
• Progressively take ownership of executive inbox management and routine correspondence.
• Coordinate travel arrangements, itineraries, and meeting logistics.
• Prepare polished business documents, presentations, and client-facing materials.

Finance & Business Operations

• Process supplier invoices and customer invoices using accounting systems.
• Maintain expense records, receipts, and supporting financial documentation.
• Perform account reconciliations and monitor outstanding invoices and payments.
• Coordinate contractor and internal payroll processes.
• Track recurring software subscriptions, licences, commissions, and business expenses.

Systems & Reporting

• Maintain business systems including CRM and project management platforms.
• Ensure records, pipelines, and business data remain accurate and up to date.
• Produce daily, weekly, utilisation, and project reports for leadership.
• Maintain a centralized project tracker across active business initiatives.
• Develop and continuously improve standard operating procedures and documentation.

Client, Supplier & Business Support

• Support quote preparation and maintain accurate CRM records.
• Communicate professionally with clients, suppliers, and external partners regarding updates, follow-ups, and coordination.
• Coordinate procurement activities, purchasing, branded merchandise, and client gifts.
• Liaise with external marketing partners to support ongoing campaigns.
• Assist in maintaining business collateral, capability statements, and LinkedIn content.

Leadership Support & Continuous Improvement

• Take ownership of operational follow-through across leadership initiatives.
• Coordinate tender and proposal submissions by gathering information and managing deadlines.
• Support onboarding activities and maintain operational playbooks.
• Identify opportunities to improve workflows through automation and better system utilization.
• Proactively anticipate leadership needs, protect executive time, and ensure projects continue moving forward without unnecessary follow-up.

How we take care of our team

💰 Get paid in Australian Dollars

🏥 Medical insurance from day one for you + spouse (or parents if unmarried)

🩺 Generous OPD coverage from doctor visits to all your medical needs

🏡 Home office setup allowance to build your ideal workspace

🌐 Internet allowance to keep you connected

💪 Gym & wellness allowance to stay fit and balanced

🎉 Work hard, play hard – regular team events & engagement activities

🧠 Diji Assist – Mental health & counseling support when you need it

📚 We invest in you – reimbursement for industry certifications

🗣️ Open-door culture – your ideas and feedback always matter

🌍 Flexible work – home or office, wherever you do your best work

🏆 Rewards & recognition that actually recognize you

🥳 Great christmas & financial year-end parties to unwind with your loved ones