Executive Assistant to Creative Director (Part Time - 15 to 20 hours)

Executive Assistant to Creative Director (Part Time - 15 to 20 hours)

Location: Remote (Philippines)
Industry: Design studio, e-commerce, lifestyle brands
Role Type: Ongoing, part time with potential to scale up/full time

We are looking for a highly organised, proactive Executive Assistant to support the Creative Director of a boutique design studio based in Sydney. The studio works across wellness, lifestyle, kidswear, homewares, and e-commerce brands, with a mix of projects spanning design, email marketing, content creation, packaging, and brand development.

You will be the steady hand behind the scenes helping manage day to day operations, keep projects running smoothly, reduce admin load, and ensure nothing slips through the cracks. This role is ideal for someone who loves structure, is comfortable with creative environments, and enjoys being the supportive backbone of a fast moving business.

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Key Responsibilities

Project & Studio Operations
• Update and maintain projects/tasks across multiple clients
• Prepare weekly BAU task lists for the team
• Organise project files/assets
• Assist with drafting briefs for designers
• Quality check deliverables for missing assets, typos or missing info
• Coordinate timelines and follow up on outstanding tasks


Email Marketing & E Commerce Support
• Prepare weekly snapshots (email performance, site performance)

Client & Lead Management
• Triage incoming emails and draft responses for approval
• Prepare proposals, contracts, onboarding forms
• Follow up on unpaid invoices

Personal Admin Support
• Bookings (appointments, travel, restaurants, tradies)
• Price comparisons for household purchases
• Manage returns, exchanges, click and collect orders
• Organise itineraries (e.g. Tokyo trip planning)
• Reminders for daycare admin, schedules, or family appointments

General Organisation
• Rename files, maintain folders, remove duplicates
• Draft SOPs and checklists for the team
• Monitor deadlines and send reminders
• Light data entry or spreadsheet updates

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Skills and Experience Required
• Strong English communication
• Highly organised and detail focused
• Comfortable working with creative workflows
• Experience with:
• Google Drive
• Asana or similar
• Shopify (basic)
• Klaviyo (bonus but can be trained)
• Proactive and able to anticipate needs (very important)
• Trustworthy with sensitive information
• Comfortable working in a fast moving environment

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Work Style
• Independent and resourceful
• Able to take incomplete info and clarify next steps
• Calm under pressure
• Enjoys building systems and order
• Comfortable in a role that blends business and personal support

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Hours & Rate
• 15 to 20 hours per week
• Able to work with overlap in Sydney time (early mornings preferred)