Executive Assistant - AU company

Job Title: Executive Assistant

Location: Offshore (supporting Sydney, Australia leadership team)

Reports to: CEO, CFO, Co Founder (day-to-day coordination via People & Culture)

Role Purpose

The Executive Assistant provides dedicated, high-calibre support to three senior leaders, the CEO, CFO,

and Co-Founder, enabling them to focus on strategy, financial performance, and growth. This is a handson role spanning diary and inbox management, board and meeting support, travel coordination, ad hoc

tasks and confidential administration, requiring the judgement to prioritise competing demands,

confidence to ask questions and switch context between commercial, financial, and operational matters

throughout the day.

Key Responsibilities

Diary & Inbox Management

Manage calendars; be first point of contact for calendar requests; resolve scheduling conflicts

and prioritise by urgency and importance.

Triage inboxes; draft and send routine correspondence on CEO's behalf where authorised.

Meeting & Board Support

Coordinate internal management, strategy and 1:1 meetings, including agendas, papers,

minutes, and follow-up actions.

Prepare and format board packs and financial reporting decks in partnership with the CFO's

team.

Travel & Logistics

End-to-end travel booking and itinerary management.

Coordinate restaurant visits and external meetings.

Communications & Liaison

Act as first point of contact for internal and external stakeholders.

Liaise professionally with internal stakeholders, franchise partners, external legal/financial

advisors, and vendors.

Administration & Confidentiality

Handle sensitive commercial, financial, and people-related information with strict discretion.

Manage expenses, invoice processing, and general administrative support.

Provide ad hoc project support across HR, finance, and operations as needed.

Key Measures of Success

Accuracy and reliability of diary, travel, and meeting coordination

Turnaround time and quality of correspondence

Discretion and judgement handling confidential information

Stakeholder feedback from principals, franchise partners, and advisors

Responsiveness across time zones within agreed working hours

What we are looking for:

You are an experienced, highly organised Executive Assistant who thrives supporting multiple senior

stakeholders at once. You bring calm, discretion, and sound judgement to a fast-moving environment,

and you're comfortable moving between strategic, financial, and operational matters within the same

day.

Experience & Background

3+ years' experience as an Executive Assistant supporting C-suite or senior leadership, ideally

supporting multiple principals concurrently.

Prior exposure to a fast-paced, multi-site retail, hospitality, or QSR environment (MUST-HAVE)

Experience supporting a CFO or finance function highly regarded (familiarity with board paper

cycles and reporting timelines). (Must-have)

Experience working in an offshore/remote capacity for an Australian company. (Must-have)

Skills & Attributes

Strong written and verbal English; comfortable drafting correspondence for external

stakeholders.

Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and

calendar/scheduling tools.

Demonstrated discretion handling confidential financial, legal, and people-related information.

Strong prioritisation skills, able to manage competing requests from three senior stakeholders.

Confident, professional communicator across all levels, internally and externally.

• Resilient and energised by fast-paced, multi-stakeholder environments.

Qualifications

Relevant business administration or EA qualifications are preferred but not essential.

Role Scope & Practical Requirements

Dedicated, ongoing full-time role supporting three principals (CEO, CFO, Co-Founder).

Core working hours must overlap with Sydney business hours (AEST/AEDT).

Occasional flexibility required around board cycles, month-end, and travel periods.

Reliable, confidential home/office working environment with stable internet connection.