operations administrative assistant

this is a 100% remote position. the successful candidate must be able to work 8.30am - 5pm sydney australian time (aedt)

do your friends and family lovingly call you a control freak?
does your tupperware drawer at home contain every lid and matching bottom all perfectly placed and neatly ordered?
does the thought of an alphabetised, colour coded, aesthetically pleasing book case in your home make you seriously happy?

previous employers praise you for how detailed and thorough you complete each task. comments like what would we do without you, and thank god you are here are weekly occurrences to you and by this stage in your career you have heard employers say it to you so often that you no longer even register it.

if a sergeant in the army and marie kondo had a baby - it would be you. process. structure. systems. order. these are the words that spark joy in you and its how not how you work, it’s how you live your whole life.

maybe you’re working in a role where you are coasting a little bit at the ---------- nt, where you have mastered everything. you are probably really good at what you do right now and really comfortable. you know you need a fresh challenge. you know you would thrive in an environment of intelligent, switched on, values aligned people who were all focused on one common goal - to free business owners.

so let’s talk about us now -

we’re an australian based business coaching and advisory company called exyt™ and
we’re dedicated to helping remove the founder of the business from the day to day operations in 500 days or less. we provide business solutions, tools and resources to help our members through our exyt™ accelerator program.

we have a proven coaching methodology and program that is solely focused on helping founders and business owners remove themselves from their business.

we have worked with 1000’s of businesses, this is a proven opportunity with plenty of testimonials.

you will be part of a team, and we like it that way. some of our team work from our sydney office and we have other tea ---------- mbers spread across australia and the philippines. we are used to working across multiple time zones and locations but pride ourselves on our ability to all drive an important role in company culture regardless of location.

key responsibilities:
1. administrative and data management:
manage inboxes, databases, and shared drives
maintain and update automation records, calendars, and tracking sheets
assist with document management, including rebranding, filing, and cleanup
conduct ad hoc research and update sops as needed
2. marketing and communications support:
track and update marketing statistics and ad spend data
schedule and execute email campaigns and social media updates
maintain facebook banners, announcements, and other communication materials
send out birthday cards and coordinate member communication schedules
3. member and client support:
track and manage member onboarding, offboarding, and upgrades
maintain member contact details across various systems
support coaching sessions, including setting up calls and managing records
assist with troubleshooting and resolving member and team support concerns
4. financial and payment tracking:
track failed payments and special financial arrangements
update financial records, including lead and sales tracking in stripe and ghl
process invoices and monitor payment confirmations
5. event and meeting coordination:
schedule and manage zoom calls, including coaching and launch calls
maintain event calendars across google, zoom, and internal systems
record and store meeting notes, call recordings, and related documentation
6. operational and technical support:
assist business and data analysts with operational tasks
conduct pipeline and lead cleanups, including transferring ownership
troubleshoot technical/system issues and coordinate with support teams
manage and update playbooks, training materials, and sop databases

candidate requirements:
highly detail-oriented with exceptional organisational skills
strong multitasking ability and capacity to prioritise effectively
demonstrated adaptability and flexibility in a fast-paced environment
excellent communication skills (written and verbal)
ability to work independently and collaborate across teams
proficiency in administrative tools and project management software
strong problem-solving skills and initiative in handling operational challenges
comfortable working 830am - 5pm sydney time (aedt) hours