Executive Assistant

Job Title: Executive Assistant Location: Remote Role Type: Full-Time Working Hours: Must align to Australia (9:00am–5:00pm, Mon–Fri) Who Are We? At Reef, we connect elite talent with high-growth companies building world-class teams. We work exclusively with the top 3% of candidates and match them with established companies across Australia, New Zealand, the US, and UK that are serious about investing in their people and operational infrastructure. We support your integration into these companies by providing additional training, admin/HR support, and access to our growing community of high-performing professionals. About the Role We’re seeking a highly organised, proactive Executive Assistant to support senior leadership within a fast-paced, high-growth business. This is not a traditional admin role - you will act as a key support function to leadership, helping manage priorities, streamline operations, and ensure day-to-day activities run efficiently. You will be responsible for managing calendars, coordinating meetings, handling communications, and supporting project execution, while also identifying opportunities to improve processes and reduce inefficiencies. This role requires someone who can operate with a high level of ownership, anticipate needs before they arise, and maintain strong attention to detail across multiple moving priorities. You’ll work closely with leadership and cross-functional teams, ensuring alignment, organisation, and smooth execution across the business. This role is ideal for someone who thrives in fast-paced environments, enjoys bringing structure to complexity, and takes full responsibility for outcomes. Key Responsibilities: Manage and optimise executive calendars, scheduling meetings across multiple time zones Coordinate internal and external meetings, including agendas, notes, and follow-ups Act as a point of contact between leadership and internal/external stakeholders Manage inboxes, prioritise communication, and ensure timely responses Support day-to-day operations, ensuring tasks and priorities are executed efficiently Assist with project coordination, tracking deadlines, deliverables, and progress Prepare reports, presentations, and documentation as required Identify inefficiencies and implement improved systems or processes Handle confidential information with discretion and professionalism Support ad hoc administrative, operational, and coordination tasks as needed Ensure alignment across teams by following up on action items and commitments Excellent spoken and written English 2–4+ years of experience as an Executive Assistant or in a similar role Strong organisational and time management skills with ability to manage multiple priorities Experience supporting senior leadership or founders High attention to detail and ability to maintain accuracy under pressure Strong communication skills with ability to interact across different stakeholders Proactive mindset with ability to anticipate needs and take initiative Experience with calendar management, scheduling tools, and communication platforms Comfortable working in fast-paced, dynamic environments Ability to work independently with minimal supervision Fast and reliable internet connection; your own laptop or desktop suitable for the role; a quiet working environment Desirable Experience working in remote or international teams Familiarity with tools such as Google Workspace, Slack, Notion, ClickUp, or similar Experience supporting multiple stakeholders or departments Competitive salary based on experience Performance-based bonus tied to outcomes Direct employment with established, high-growth companies Opportunity to work closely with senior leadership Exposure to business operations and strategic decision-making Clear progression opportunities into operations or leadership support roles Flexible remote working environment