Executive Assistant – Admin, HR & Systems

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EXECUTIVE ASSISTANT – ADMIN, HR & SYSTEMS (REMOTE)
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READY TO BE THE BACKBONE OF A FAST-MOVING EVENTS BUSINESS?

Tired of just "managing a calendar" or "keeping an inbox tidy"?

Want to work in a role where your structure powers a whole business, your brain gets a proper workout, and your boss actually respects what you do?

ABOUT US:
We’re a fast-growing live event production company based in Melbourne, Australia. Founded in late 2012 by a husband-and-wife duo with complementary strengths, we’ve grown organically over the past decade. Our work now spans a year-round core team and a large seasonal crew that comes in when the big shows hit, plus a few additional income streams evolving behind the scenes.

The person you'll support leads internal operations — admin, systems, HR, and team rhythm — all while also being a mum of two, balancing school drop-offs, business growth, and the occasional forgotten permission slip.

We move fast, stay real, and value clarity, structure, and a bit of humour amidst the chaos.

ABOUT THE ROLE:
We're looking for a right-hand sidekick — someone who can ground the business, keep people accountable, and build the operational calm that keeps everything running smoothly.

This is not a junior VA gig. It’s a senior EA role for someone who thrives on ownership, outcomes, and bringing order to a creative, fast-paced environment.

WHY THIS ROLE ROCKS:
- Support a real business that creates magic on stage
- Work remotely, aligned to Melbourne time (10am–5pm AEST)
- Be rewarded for outcomes: monthly bonuses, quarterly wins, and influence
- Help shape how we work together — this is our first EA hire
- Join a human business that’s scaling with intention (and isn’t afraid of a little swearing)

KEY RESPONSIBILITIES:
- Implement and manage CRM/project tools (considering Asana or Trello)
- Maintain SOPs, onboarding flows, and internal systems for full-time and seasonal teams
- Own calendar and inbox management
- Coordinate travel, maintain internal brand tools (e.g., Canva, LinkedIn, email signatures)
- Manage meetings, take notes, and follow up with team leads
- Support HR files, onboarding, scheduling tools (Xero or CurrentRMS knowledge a bonus)

HOW SUCCESS IS MEASURED:
- Tools and systems used by the team
- Reduced calendar/inbox/task chaos
- SOPs and onboarding easy for others to follow
- Your manager gains focus time for strategy

YOU'RE A GREAT FIT IF YOU:
- Are a high-functioning EA with strong admin, people, and systems skills
- Thrive in dynamic, people-first environments
- Take initiative, solve problems early, and manage up with confidence
- Have experience supporting founders, co-owners, or fast-moving teams
- Have used tools like Asana, Trello, Xero, or CurrentRMS — or learn new systems fast

COMPENSATION & HOURS:
- BASE SALARY: USD $1,800–$2,000 per month (depending on experience)
- MONTHLY KPI BONUSES: Up to USD $300
- QUARTERLY PROJECT BONUSES: Up to USD $1,000
- HOURS: 40 hrs/week, core availability 10am–5pm AEST
- PERKS: Learning budget, autonomy, family-friendly culture
- REVIEWS: 6-monthly performance reviews (bonus + pay review included)

HOW TO APPLY (THIS IS YOUR FIRST TEST):
Please send us ALL of the following:
1. Your CV
2. A short Loom video introducing yourself (2–3 mins)
3. A brief note on why you think you’d be a great partner in this role
4. Include a picture that represents what being a “sidekick” means to you

NOTE: We’re not explaining this one. We want to see how you interpret and action this small creative brief.

Applications missing any of the above will NOT be reviewed.

NEXT STEPS:
Shortlisted candidates will be invited to:
- A casual video interview
- A short task (realistic, role-relevant)
- A working-style assessment (similar to the Kolbe A Index – no prep needed)

THIS IS MORE THAN A JOB — it’s a real partnership for someone who wants to grow, lead from behind the scenes, and help a business (and a businesswoman) run smoother, stronger, and saner.