WFH Studio Executive Assistant

Job Overview

Our client is seeking a proactive Studio Executive Assistant & Project Coordinator to support senior leadership, coordinate projects, manage priorities, and keep studio operations, events, records, and recruitment administration running smoothly.

Schedule

• Flexible during client business hours, Sydney Time (40 work hours per week)

Responsibilities

Executive & Diary Support

• Manage the executive's calendar, including scheduling, rescheduling and resolving clashes across Sydney and other time zones.

• Ensure adequate travel and preparation time is accounted for when scheduling meetings.

• Communicate clearly with attendees when meetings are moved or cancelled.

• Send reminders and follow up on outstanding action items.

• Prepare meeting packs, including agendas, attendee context and relevant documents.

• Keep track of upcoming commitments, deadlines and follow-ups.

Project Coordination

• Support the coordination and administration of multiple projects across the studio.

• Maintain project timelines, task lists, deadlines and follow-ups.

• Track outstanding actions and ensure responsible parties are reminded when deadlines are approaching.

• Coordinate information and documentation between internal and external stakeholders.

• Identify missing information, dependencies or potential delays and escalating them early.

• Keep project records and status updates organised and up to date.

• Follow projects through from initial brief to completion, ensuring agreed actions are closed out.

• Assist with preparing project updates, meeting notes, action lists and other project documentation.

• Help ensure priorities remain visible and deadlines are not missed across multiple concurrent projects.

Filing & Records Management

• File meeting notes, project documents, contracts and other records in the correct Google Drive folders.

• Follow established document naming conventions consistently.

• Keep CRM contacts and pipeline records accurate and up to date.

• Maintain internal databases and ensure information is entered correctly and promptly.

• Ensure completed documents and records are filed on the same day.

Events Administration

• Support the planning and administration of studio events and projects.

• Assist with ticketing, guest lists and speaker scheduling.

• Prepare and send event reminders and follow-up communications.

• Coordinate event-related information and documentation.

• Track deadlines and outstanding requirements leading up to each event.

• Ensure relevant stakeholders receive the required information on time.

Bookings & Administration

• Coordinate travel, accommodation, restaurants and meeting venues.

• Complete client and supplier onboarding forms.

• Request and track insurance certificates and other required documentation.

• Manage intern and placement paperwork and scheduling.

• Follow up with external parties to ensure outstanding documentation is received.

Recruitment Administration

• Acknowledge applicants and maintain accurate candidate records throughout the recruitment process.

• Review applications to confirm candidates have submitted all required materials, including:

  • CV

  • Cover letter

  • 2-3 minute Loom video

  • DISC assessment with full percentage breakdown

• Book interviews and send interview confirmations.

• Send candidate updates, including rejections, using approved templates.

• Keep the recruitment pipeline current and ensure no candidate progresses without the required materials being reviewed.

Requirements

• 3+ years of experience as an Executive Assistant, Project Coordinator, Studio Assistant, Office Administrator, or similar, with proven project coordination experience.

• Experience managing multiple projects, deadlines, priorities, and stakeholders, including tasks beyond diary management such as events, records, recruitment, or general business administration.

• Experience supporting an entrepreneur, founder, creative professional, or small business owner is preferred; event administration experience is a strong advantage.

• Strong organizational and time-management skills, with excellent attention to detail across calendars, documents, timelines, and communications.

• Proactive and reliable, with strong follow-through and the abil