Senior Executive Assistant

Our client is seeking an experienced Senior Executive Assistant & Business Operations Coordinator with strong business operations and project coordination capability to support its founders across a portfolio of hospitality, lifestyle and emerging wellness businesses in Melbourne, Australia.

This is not a traditional diary-management or task-taking EA role.

We are looking for an experienced implementer: someone who can listen to a discussion, understand the intended outcome, establish the actions required, allocate owners and deadlines, and follow everything through to completion. Our founders are fast-moving, entrepreneurial and highly involved in the businesses. They bring vision, creativity, commercial judgement, leadership and high standards. The successful candidate will complement them by bringing structure, planning, documentation, consistency and dependable follow-through.

Work Setup: Fulltime-Regular ; Morning shift; Remote - must be residing in PH

Responsibilities

• Maintaining one central register of priorities, projects, decisions and commitments across the group.
• Converting meetings, emails, calls and voice notes into clear actions, owners and deadlines.
• Following up internal team members, suppliers, advisers and external stakeholders.
• Preparing weekly founder agendas, progress reports and outstanding-action summaries.
• Identifying overdue, blocked or conflicting priorities before they become urgent.
• Tracking projects from initial idea through to completion.
• Coordinating calendars, meetings, appointments and important deadlines.
• Preparing meeting agendas, briefing notes, minutes and action lists.
• Drafting professional emails, internal communications, procedures and business documents.
• Building and maintaining standard operating procedures, templates and organised records.
• Coordinating administrative elements of employee onboarding, offboarding and documentation.
• Obtaining information and quotes from suppliers and tracking responses.
• Supporting business-development, event and project follow-up.
• Conducting research and presenting concise, decision-ready findings.

Qualifications

• At least 6 years’ experience as a Senior Executive Assistant, Executive Operations Assistant, Project Coordinator, Implementation Coordinator or similar role.
• Demonstrated experience directly supporting a founder, CEO or senior executive.
• Evidence of coordinating complex projects and following multiple stakeholders through to completion.
• Experience supporting more than one business, department or senior leader is strongly preferred.
• Strong capability with calendars, email, digital filing, spreadsheets, presentation software and task or project-management platforms.
• Experience preparing reports, action registers, meeting documentation and operating procedures.
• Excellent written and spoken English.
• Confidence working during Melbourne business hours.
• Stable internet access and a professional remote working environment, or willingness to work from the nominated KMC environment.
• Experience supporting an Australian business is strongly preferred.