WFH Operations & Executive Assistant

Job Overview

Our client is seeking a proactive, highly autonomous Operations & Executive Assistant to act as the operational right hand to the Association Founder.

In this multi-faceted role, you will manage day-to-day member operations, event logistics, social media channels, website content updates, and podcast guest scheduling. Serving as the primary administrative bridge between leadership, members, and external vendors, you will maintain complete ownership over backend operational workflows within CRM and WordPress environments.

Client Overview

Our client is an expanding industry association representing systems integrators across the residential and commercial technology installation sector, headquartered near Highett, Victoria. Serving as a unified voice for trade professionals, the organization drives government advocacy, industry events, specialized education programs, and member networking initiatives. To support rapid membership growth and free up executive capacity for strategic partnerships, they are onboarding a remote Executive Assistant.

Schedule: Monday - Friday, 9:00 AM - 1:00 PM AEST/AEDT (Melbourne Time) (20 work hours per week)

Responsibilities

Executive Support, Member Care & Event Logistics

• Manage executive email correspondence, travel itineraries, calendar scheduling, and administrative priorities for the Founder.
• Serve as the primary point of contact for member inquiries, managing onboarding workflows, credential resets, and membership benefit queries.
• Coordinate event logistics, liaising with venues across Australia to request quotes, negotiate terms, and oversee program scheduling.
• Reach out to prospective podcast guests, manage interview calendars, and coordinate post-production delivery schedules.

Web & Social Media Management

• Maintain data integrity within the CRM system, auditing member records, subscription statuses, and engagement touchpoints.
• Perform regular website content updates, event publishing, and directory maintenance on WordPress.
• Schedule and publish engaging content across corporate social media channels to drive community growth and industry awareness.
• Handle ad-hoc operational tasks independently to ensure high-priority advocacy and sales initiatives remain uninterrupted.

Requirements

• Executive / Virtual Assistant Track Record: 2+ years of experience as an Executive Assistant, Senior Virtual Assistant, or Operations Coordinator supporting C-suite executives or business founders.
• WordPress & CRM Proficiency: Hands-on capability in updating website content on WordPress and managing clean data pipelines in CRM systems.
• Event & Guest Coordination Experience: Proven skill in vendor liaison, venue sourcing, quote compilation, and calendar coordination for corporate events or podcasts.
• Proactive & Autonomous Mindset: Senior-level judgment with the ability to anticipate executive needs, solve problems independently, and take full accountability for outcomes.

Technical Stack & Tools

• CMS & Web Management: WordPress (Content updates, page edits)
• CRM & Member Portals: HubSpot, Salesforce, Zoho CRM, or specialized membership databases
• Social Media & Scheduling: Meta Business Suite, Canva, Buffer, Hootsuite, or Later
• Productivity & Workspace: Microsoft 365, Google Workspace, Zoom, Calendly