Business Operations Specialist

Schedule: Must be available from 8 AM to 6 PM AEST, with priority on mornings About the Company Our client is an Australian consultancy specializing in strategy, innovation, and business design. Founded in 2016 and headquartered in Melbourne, the firm partners with leading brands, government agencies, and research institutions to help them navigate complex challenges and accelerate growth. They offer services such as outcome-driven workshops, experiential training, strategy sprints, and commercial advisory, all aimed at enabling organizations to innovate effectively and respond swiftly to market dynamics. About the Role As a Business Operations Support, you will play a pivotal role in supporting the Founder across business operations, (which involve calendar and inbox management, basic bookkeeping, LinkedIn outreach, and personal administration). Beyond operations you will work directly with the Founder on special projects. This is a high-responsibility role that requires strong initiative, attention to detail, excellent communication, project management and the ability to stay ahead in a fast-paced, constantly evolving environment. This is not a static or purely task-based position—priorities shift rapidly, and you’ll need to adapt with calm, precision, and structure. Responsibilities Operational Support & Process Ownership Build, document, and manage repeatable processes (e.g. reporting, vendor management, expense tracking, onboarding). Identify bottlenecks and propose improvements to workflows and communication. Support project tracking, ensuring deadlines are met and priorities remain aligned. Reconcile transactions in Xero and manage reconciliation meetings Prepare invoices, contracts, track payments, and support compliance documentation Create and maintain financial trackers in respective systems i.e. Excel / ASANA Manage LinkedIn outreach using Sales Navigator—build and track prospect lists Follow up on direct messages, highlight hot leads, and manage templates Support CRM hygiene, notes maintenance, and lead generation tracking Identify areas for improving outreach systems and lead flow Podcast Coordination Research and recommend potential podcast guests Handle communication, scheduling, and logistics with potential guests Support publishing on relevant platforms and basic updates across social media platforms Inbox & Calendar Management Triage, organize, and prioritize emails—summarize key points and flag action items Respond to client or lead inquiries to maintain momentum on opportunities Proactively manage a dynamic and frequently changing calendar Coordinate meetings, support meeting preparation and proactively support fortnightly planning Manage stakeholder communications and follow-ups Project Coordination / Personal Admin Coordinate travel, accommodations, and itineraries Assist with personal logistics and research, including events or birthdays Help with various founder-led business and personal tasks to optimize time Conduct research and prepare reports or presentations on various topics Organize proposals, tenders, and client documents Handle multiple projects and shifting priorities simultaneously Competencies and Qualifications Must-Have Minimum 5 years of experience in an Executive Assistant role or similar role. Previous professional experience supporting founders, C-level executives, or high-pressure teams (consulting, legal, startup, or finance environments) Exceptional written and verbal communication skills Strong experience in managing and coordinating multiple initiatives and priorities Proactive, self‑motivated, and resourceful—takes initiative without waiting to be asked High attention to detail—able to spot typos, inconsistencies, and off-brand messaging Trusted with confidential information—exercises discretion at all times Proficient in office tools (preferred Microsoft Office 365 Suite) Proficient in email tools (Preferred Microsoft Outlook) Nice-to-Have Proficiency in accounting tools like Xero, QuickBooks, or similar Familiarity with CRM tools such as HubSpot, Salesforce, or Pipedrive Experience working in fast-paced, high-pressure environments Demonstrated ability to bring order and structure to evolving priorities You’ll Thrive in This Role If You Are Naturally structured, bringing calm and clarity to complex, fast-moving situations A confident communicator comfortable engaging with senior stakeholders Someone who takes pride in being a force‑multiplier and thrives in a supporting role Adaptable and calm under pressure with strong self‑management skills Hungry to grow and eager to contribute to a company that values agility, intelligence, and innovation Comfortable managing up, protecting executive time, and being assertive when needed Experienced in managing competing priorities and balancing repetitive and ambiguous tasks Strong sense of ownership and accountability Asks clarifying questions rather than making assumptions Proactive with follow‑through—not a passive task‑taker Brings order and focus amidst complexity and change Communicates with emotional intelligence and high self‑awareness Treats the business as an internal partner, not just a support function Comfortable working under pressure and within high‑stakes environments Willingly builds and improves systems without being prompted Seniority level Mid‑Senior level Employment type Full‑time Job function Finance, Strategy/Planning, and Administrative Industries Business Consulting and Services, Legal Services, and Financial Services #J-18808-Ljbffr