Executive Assistant to the CEO — Ongoing, High-Responsibility Role

This is not a “basic admin” EA role. It’s an ongoing, scalable position for someone who wants to become a true right-hand operator as the business grows.

I’m a high-performing CEO running a fast-moving security business that’s expanding rapidly. I travel a lot, priorities move quickly, and the standard is sharp. I’m looking for an Executive Assistant who can take ownership, build structure, and execute without being chased. You’ll get training, support, and clear expectations — but you’ll also be expected to ramp up fast. Within a few months, you’ll be owning key areas independently.

What you’ll own
• Inbox + email management: triage, draft replies, follow-ups, keeping priorities clean
• Calendar management: scheduling, confirmations, travel blocks, protecting focus time
• Sales proposal setup + admin workflows: setting up proposals/workflows in SimPRO (or learning fast — any CRM/job management background is fine)
• Office 365 administration: user management, permissions, shared mailboxes, basic company-wide admin tasks
• SOPs + documentation: capturing processes, improving them, keeping them current
• Meeting support: agendas, notes, action items, and follow-through
• CEO admin + action items: handling the moving pieces so nothing drops

The incentive structure (important)
This role is base wage paid, with the opportunity to earn performance incentives.
In simple terms: - More work completed - More responsibility owned end-to-end - Less the CEO needs to be involved = More payment
If you like being rewarded for outcomes and ownership (not just time spent), you’ll thrive here.

Training & support (so you can win)
You won’t be thrown in cold. You’ll get: - A structured onboarding plan - Training on tools, systems, and expectations - Ongoing feedback + support to help you level up quickly
Remote/offshore requirements (non-negotiable)
• Able to work Mon–Fri, 9 am–5 pm AEST (Melbourne time) - With 30-minute unpaid break
• Reliable internet + quiet workspace
• Strong spoken and written English
• Comfortable working fast, handling confidential information, and communicating clearly
• Proactive daily updates and tight task tracking (no disappearing, no dropped balls)

What success looks like (30/60/90 days)
First 30 days — Stabilise and take control
• Inbox triage is clean: priorities surfaced daily, follow-ups tracked, drafts prepared
• Calendar is protected: confirmations handled, travel blocks added, no double-booking
• A simple task system is running (daily priorities + weekly review)
• Office 365 basics handled confidently (new users, access, shared mailboxes, permissions)
• SOPs started: at least 3 core processes documented (inbox rules, calendar rules, meeting/action tracking)

60 days — Own outcomes end-to-end
• CEO is no longer the bottleneck for admin decisions
• Proposals/workflows are being set up reliably (SimPRO or equivalent)
• Meetings produce action items that get closed without chasing
• SOP library is growing and is actually used
• You’re proactively spotting issues before they become problems

90 days — Run the machine
• You operate as a true right-hand: you anticipate, prioritise, and execute
• CEO involvement drops significantly across admin + coordination work
• You’re improving systems (not just maintaining them)
• Incentives increase because ownership and output are consistently high

How to apply (no resumes)
Send an email to the CEO with the subject line:
EA OPERATOR – Gippsland – [Your Name]
In the body of the email, include only the following (in this order):
1. Location + timezone
2. Confirm you can work Mon–Fri, 9 am–5 pm AEDST (Melbourne time) (Yes/No)
3. List the tools you’ve used daily (email/calendar/task tools + any CRM/job management systems)
4. Your inbox system: explain exactly how you triage, draft, follow up, and keep things from slipping
5. Your calendar system: how you protect focus time, confir ---------- etings, handle travel, and prevent double-booking
6. Two examples where your attention to detail prevented a mistake or saved ----------
7. Draft replies to the two emails below (keep them professional, confident, and concise)
8. A 60–90 second voice note: “How I’ll reduce CEO involvement in 30 days.”


Email Draft Test (include your replies in the application)


Email 1 (Client):
Subject: This is getting frustrating
“Hi Kris, the system is playing up again, and my team is over it. We can’t keep wasting time on this. What’s happening and when is it getting fixed?”


Email 2 (Internal/Supplier):
Subject: Need this approved today
“Hey Kris, can you approve the Office 365 access for the new starter and confirm which shared mailboxes they need? Also, we need to know who should have admin permissions going forward.”

The standard
If you’re looking for a slow-paced admin role, this isn’t it.
If you want to be the person who makes a CEO’s life run clean, sharp, and on time, you’ll love it.
Timeproof must be used & pay will be through EasyPay - Paid Weekly for the first 8 weeks. Then, paid monthly.