Executive Assistant to Founder – Sales & Marketing Operations

We are an Australian business in the window and door industry looking for a highly capable Executive Assistant to Founder who can help take the day-to-day load of sales, marketing, admin, and business support tasks off the owner.

This is not a basic admin role.

We need someone who is highly organised, productive, systems-focused, and able to think for themselves. You will work closely with the founder and help keep the business running smoothly across sales support, marketing coordination, CRM management, task management, follow-ups, and general business operations.

You must be confident using modern systems and technology, including tools such as HubSpot, Notion, Canva, AI tools, and other productivity software. We are looking for someone who is proactive, commercially aware, and able to keep things moving without needing constant reminders.

This role suits someone who wants to become a true right-hand support person in a growing business.

Key Responsibilities
Executive Assistant / Founder Support
Help manage the founder’s day-to-day workload and priorities
Keep tasks, follow-ups, and deadlines organised
Assist with inbox management, reminders, and business admin
Help keep internal systems, files, and documents organised
Support the founder with ad hoc business tasks as needed
Sales Support
Manage and update HubSpot CRM
Track leads, quotes, follow-ups, and sales activity
Build and organise prospect lists
Prepare follow-up emails and support sales outreach
Help manage pipeline activity and task reminders
Make sure opportunities are followed up and not missed
Assist with proposals, client communication, and sales admin
Marketing Support
Help organise and execute day-to-day marketing tasks
Assist with email campaigns, LinkedIn activity, and marketing coordination
Create simple marketing materials and presentations using Canva or similar tools
Organise photos, project examples, and marketing content
Assist in keeping marketing collateral current and well presented
Support content preparation and campaign execution
Systems / Operations Support
Use Notion to manage tasks, workflows, and business organisation
Use AI tools to improve productivity and speed up tasks where appropriate
Help improve systems and processes over time
Keep records, trackers, and internal workflows clean and up to date
Support the business with efficient execution across multiple areas
What We Are Looking For
Strong written and spoken English
Highly organised and detail-oriented
Proactive and able to work independently
Able to prioritise tasks and make sensible decisions
Comfortable working closely with a founder in a fast-moving environment
Strong follow-through and accountability
Good judgment and common sense
Able to handle direct feedback professionally
Comfortable using technology and modern work systems
Productive, efficient, and not easily overwhelmed
Required Experience / Skills
Experience in Executive Assistant, Sales Support, Marketing Support, Operations Support, or similar
Strong working knowledge of HubSpot
Strong working knowledge of Notion
Comfortable using Canva or similar tools for simple design/material creation
Confident using AI tools and modern productivity software
Experience supporting day-to-day business operations remotely
Strong admin, coordination, and communication skills
Highly Regarded
Experience supporting an Australian, US, or UK business
Experience in B2B sales support
Experience in construction, technical, or project-based businesses
Experience with CRM workflows, automation, and pipeline management
Experience creating presentations, documents, and client-facing materials
Experience improving internal systems and workflows
Work Setup
Full-time remote role
Must have strong overlap with Australian business hours
Long-term opportunity for the right person
You will work closely with the founder and play an important role in the day-to-day running of the business
Who This Role Suits

This role suits someone who:

enjoys being a right-hand support person
likes keeping things organised and moving
is tech-savvy and efficient
can handle a mix of admin, sales, marketing, and operations support
takes ownership and gets things done without excuses

This role does not suit someone who needs constant supervision, struggles with changing priorities, or only wants basic admin work.