Executive Assistant / Business Operations Coordinator (AU Mortgage)

Position: EXECUTIVE ASSISTANT Salary range : $2000-2500 AUD (The final amount will be at the client's discretion based on the candidate’s skills and experience) Working Hours: Following AU business hours (Full-time) Work set-up: 100% Remote work under Independent Contractor Agreement Holidays : TBD Target Start Date: ASAP About the Company This company is an Australian finance and mortgage brokerage firm based in Victoria. They position themselves as forward-thinking brokers focused on helping clients achieve long-term financial goals through personalized, adaptive, and interactive lending strategies. Leveraging a network of over 40 lenders, they guide clients through every stage of the mortgage and financing process. Role Overview As an exceptional Executive Assistant & Business Operations Coordinator , you will act as a core operational driver and strategic right-hand to the business founder. Rather than focusing on traditional administrative tasks, this high-impact offshore remote role is designed for a proactive operator who can translate high-level entrepreneurial ideas into structured action, optimize business workflows, and coordinate priorities across multiple ventures. Responsibilities: Executive & Founder Support Serve as the primary operational partner to the Founder, maintaining momentum across multiple business units. Synthesize high-level strategy and conversations into clear, actionable priority lists and executive summaries. End-to-end ownership of special projects from initial concept through to execution with minimal supervision. Proactively identify operational bottlenecks, driving process improvements and efficiency across the organization. Mortgage & Credit Operations Support Document key client details and prepare comprehensive file summaries for the Para Broker team. Leverage basic credit knowledge to understand client lending scenarios, identify hurdles, and manage file handovers. Oversee lending workflow coordination, including document collection, Know Your Customer (KYC) requirements, and CRM updates. Ensure files move smoothly through the pipeline from initial inquiry through to settlement support. Team & Business Operations Monitor internal team workflows, track key action items, and ensure project deadlines are met. Maintain team accountability and foster clear cross-departmental communication. Implement and refine operational systems to support scalable multi-business operations. Content & Marketing Coordination Manage social media presence (e.g., Facebook) across both financial services and hospitality operations. Utilize modern AI tools (ChatGPT, Claude) to draft, refine, and repurpose strategic content based on founder prompts. Schedule, publish, and track marketing content to ensure brand consistency across digital platforms. QUALIFICATIONS (Must-Have): Experience: Minimum 3 years of experience as an Executive Assistant, Operations Coordinator, Chief of Staff, or similar senior support role supporting a fast-paced founder or executive. Domain Knowledge: Strong working knowledge of the Australian mortgage broking, lending, banking, or credit industry processes and terminology. Technical Skills: Proficiency in Microsoft Office, Google Workspace, CRM platforms, and generative AI productivity tools (ChatGPT, Claude). Communication: Exceptional written and verbal English communication skills, with proven ability to craft clear summaries and public-facing content. Independence: Strong problem-solving ability with a proven track record of managing competing priorities and working autonomously with incomplete information. Preferred Skills (Nice to Have) Direct experience supporting multi-business operations or dual sectors (e.g., Finance and Hospitality). Hands-on expertise with Australian mortgage CRMs, loan processing, and credit administration workflows. Familiarity with design and social media management platforms such as Canva and Facebook Business Suite