Executive Assistant to the CEO

Location: Remote
Engagement: Full-time, exclusive contractor role
Working Hours: To align closely with Melbourne, Australia business hours
Reporting to: Founder / Business Owner

About the Role

I am looking for a highly capable Executive Assistant to support a fast-moving founder involved in multiple businesses, including jewellery, property, finance, operations, personal administration, and new business expansion.

This is not a basic virtual assistant role.

I need someone who can become a true right hand, someone who can think ahead, organise chaos, follow up without being chased, identify problems before they become bigger, and help close open loops across emails, WhatsApp, documents, appointments, suppliers, staff, customers, property matters, and business projects.

The right person must be proactive, intelligent, organised, discreet, calm under pressure, and comfortable working with a founder whose mind moves quickly and who may not always have time to give perfect step-by-step instructions.

Your job will be to help reduce mental load, not add to it.

About the Businesses

You will be supporting a founder with several active business and personal responsibilities.

The main business is Adoria Jewels, a premium jewellery business based in Melbourne, Australia, with a showroom on Collins Street, one of Melbourne’s most prestigious retail locations. The business has deep family history in gemstones, jewellery manufacturing, wholesale, retail, rare stones, and high-end custom jewellery.

You may also assist with property matters, supplier coordination, finance documents, customer follow-ups, inbox management, personal administration, travel, appointments, research, and new business opportunities.

What I Need From You

I need someone who does not simply wait to be told what to do.

A normal assistant completes tasks.
A strong executive assistant thinks:
What is the next step?
What is missing?
Who needs follow-up?
What could go wrong?
What does the founder need to know?
What can I prepare before being asked?

If a meeting is booked, your job does not end when the meeting is scheduled. You should ask what happened after the meeting, record the outcome, note next steps, and prepare follow-ups.

If an email comes in, you should not just forward it. You should understand what it means, whether it is urgent, what action is needed, who is waiting, and what recommendation should be made.

If the founder is travelling, sick, busy, or unavailable, that should not mean work stops. That is when a strong assistant steps up by organising, summarising, researching, learning, preparing, and keeping things moving.

Key Responsibilities

Manage and organise emails, WhatsApp messages, documents, appointments, reminders, and follow-ups.

Identify pending tasks from emails and messages without waiting to be told.

Maintain a clear master task tracker with priorities, deadlines, waiting-on items, and next actions.

Prepare daily updates showing completed tasks, pending items, blockers, follow-ups, and recommended next steps.

Draft emails, WhatsApp messages, instructions, summaries, and follow-up messages for review.

Coordinate with suppliers, customers, staff, real estate agents, finance contacts, service providers, and other stakeholders.

Organise business documents, checklists, attachments, and information requests.

Support jewellery-related tasks by learning the business, terminology, customer process, suppliers, and common order requirements.

Research AI tools, automation opportunities, and ways to improve workflow.

Help create systems, SOPs, checklists, templates, and organised processes.

Keep confidential information secure and never share sensitive information without approval.

Think ahead and raise issues before they become urgent.

What Success Looks Like

You are successful in this role if the founder feels more organised, less mentally overloaded, and more in control because of your support.

Success means:
You follow up before being chased.
You remember context.
You ask for outcomes after meetings.
You keep notes properly.
You identify missing information.
You give recommendations, not just questions.
You organise scattered information into clear next steps.
You use quiet time productively.
You learn the business continuously.
You communicate clearly and calmly.
You know when to act and when to ask for approval.

Daily Reporting Requirement

Every working day, you will provide a short morning plan and an end-of-day report.

Morning plan should include:

1. Top priorities for the day
2. Tasks you will work on
3. Urgent items
4. Items waiting on the founder
5. Follow-ups due today

End-of-day report should include:

1. Hours worked
2. Tasks completed
3. Tasks still pending
4. Items waiting on others
5. Items waiting on the founder
6. Problems noticed
7. Recommendations or next steps
8. Anything learned or improved that day

Required Skills and Qualities

Excellent written English.

Strong organisation and follow-up skills.

Ability to think independently and connect the dots.

High attention to detail.

Comfortable using Gmail, Google Workspace, WhatsApp, Zoom, ChatGPT, AI tools, task trackers, and online research tools.

Ability to learn new industries quickly.

Strong confidentiality and discretion.

Comfortable working with a fast-moving founder.

Able to handle ambiguity without becoming stuck.

Willing to ask smart questions when something is unclear.

Able to prepare drafts, summaries, and checklists without needing every small step explained.

Comfortable with transparent work-tracking software during paid working hours.

Important Boundaries

You will not have authority to approve payments, pricing, discounts, refunds, legal positions, supplier commitments, contracts, or sensitive external communications without written approval.

You must not share confidential business or personal information without approval.

You must not use private or unapproved tools for confidential work unless authorised.

You must be comfortable with accountability, daily reporting, and work visibility.

Who This Role Is Not For

This role is not suitable for someone who only wants routine admin work.

It is not suitable for someone who waits silently when there is no direct instruction.

It is not suitable for someone who needs every step explained before taking action.

It is not suitable for someone uncomfortable with responsibility, urgency, confidentiality, or high expectations.

Who This Role Is For

This role is for someone who wants to grow into a high-trust executive support position.

It is for someone who enjoys solving problems, organising chaos, learning quickly, using AI intelligently, and becoming genuinely useful to a founder.

It is for someone who can say:
“I saw this issue, I think this is the next step, and I have prepared this for your review.”

Application Instructions

To apply, please send:

1. A short introduction about yourself.
2. Your previous executive assistant or founder-support experience.
3. An example of a time you identified a problem before your boss asked you to.
4. An example of how you use AI tools in your work.
5. Your preferred working hours in Melbourne time.
6. Your expected monthly compensation.
7. A short answer to this question:

“If your boss was travelling and unwell for two weeks and gave you very little direction, but you had access to emails, WhatsApp, and business documents, what would you do each day to remain useful and proactive?”

Only applicants who answer this properly will be considered.