Senior Executive Assistant - Remote

• Be part of a flexible company that offers remote work
• Competitive salary & benefits

About Our Client

Founded in 2018 in Sydney Australia, this company specialises in providing offensive and defensive cyber security services for public cloud environments. Their service offerings include penetration testing, red/purple teaming, 24/7 managed security services, PCI DSS QSA assessments and incident response. They are an Amazon Web Services (AWS) Advanced Tier Services partner and one of only three companies in Australia to have achieved the AWS Level 1 Managed Security Services Provider competency. AWS has recently recognised our rapid growth, naming them as one of the four partners of the year in Australia and New Zealand.

Job Description

• Stakeholder Communication: Respond to inquiries and requests from a wide range of stakeholders, including clients, partners and staff. Professionally and diplomatically handle communications with those stakeholders across email, phone and instant messaging channels. Ensure that customers and partners are responded to and kept informed when the CEO is travelling or otherwise unavailable. Flag urgent matters based on client and partner importance.
• Sales Support: Create leads, contacts and opportunities in our customer relationship management system. Updating opportunities based on sales process status. Schedule sales meetings in response to enquires from our website, partner referrals and marketing campaign call to actions. Carry out research on prospect businesses and document findings.
• Project Support: Ensure that quality assurance tasks are performed for client deliverables and manage the distribution of the final versions. Check adherence to project schedules and provide status updates. Follow up with staff on project activities and update internal reporting systems.
• Partner Management: Schedule and attend partner meetings to stay across funding opportunities. Raise funding requests using partner defined processes. Input sales leads into our primary partner portal and updating the status of sales opportunities.
• Document Preparation: Assist in the preparation and coordination of presentations and reports, ensuring they meet professional standards. Follow up with internal and external stakeholders to ensure that reporting data is delivered on time.
• Customer Invoicing: Generate invoices on completion of project milestones and send to customer account teams. Review reports on upcoming invoices and proactively contact customers to ensure timely payment. Prepare weekly finance reporting and present at monthly finance meeting with CEO.
• Certification Maintenance: Respond to information requests from industry membership bodies. Facilitate annual renewal of insurance policies by collating form responses. Diarise and follow up on critical recurring tasks. Update certification documentation as required.
• Staff Support: Assist with onboarding tasks for new staff members. Ensure that staff timesheets are submitted weekly. Review job applications and arrange interviews for candidates.
• Diary Management: Proactively manage the CEO's calendar and anticipate internal and external requests. Book meeting rooms using our online facility management system.
• Travel Arrangements: Coordinate CEO and staff travel plans, both domestic and international. Liaise with conference organisers for sponsorship of external events.

The Successful Applicant

Experience

You will need 5+ years' experience:

• Contributing to the success of a dynamic and fast-growing startup/scaleup environment
• Collaborating with senior management based in Australia and/or New Zealand
• Crafting thoughtful and professional correspondence to build stakeholder trust

Skills

The following soft skills are required for this role:

• You're able to create structure: You're comfortable with tasks that lack clear step by step instructions or predefined processes. Instead of being phased by ambiguity, you proactively take the initiative to define the steps needed, prioritise effectively, and create the necessary systems or frameworks to drive success. Your ability to bring clarity to undefined tasks ensures that things run smoothly, even in uncertain situations.
• You have exceptional follow-through: You take pride in completing every task to the highest standard and go above and beyond by ensuring nothing slips through the cracks. When someone promises to follow up with you, you create systems to gently remind them, ensuring everyone stays accountable and efficient. Your proactive approach helps maintain momentum and keeps projects on track without being pushy or intrusive.
• You're organised: You have excellent organisational and time management skills. You are great at prioritising tasks with competing priorities, evaluating urgency, and allocate your attention where it's needed most.
• You're precise: You have meticulous attention to detail and ensure high levels of accuracy
• You're proactive: You don't wait. You take initiative where you see opportunity. You look for ways to do more than expected and go the extra mile. You solve problems - if something is not right, you look for ways to fix it.
• You're a confident communicator: You can craft clear, concise messages and represent the voice of CEO with professionalism and warmth. You're able to match the tone of the person you are representing and you are confident liaising with senior stakeholders.
• You are flexible and adaptable: You can adapt your style to ensure the best working relationship with the person you are supporting.
• You're professional: You have a high degree of integrity & professionalism. You understand the importance of confidentiality and handle sensitive information with care and integrity.
• You're self-motivated: You love getting stuff done and ensuring tasks are completed to a high standard with extremely high follow through.

Proficiency in the following software is required for this role:

• Microsoft Outlook
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Word
• Salesforce
• Slack

What's On Offer

• Opportunities for career growth and development
• Competitive salary and benefits
• A collaborative and faced-paced environment

Contact: Hannah Acasio

Quote job ref: JN-042025-6715502