Executive Assistant – Technical, Finance

Executive Operations & Technical Coordinator (PA/Translator – Chief of Staff Lite)

Work From Home – Full-Time (Australian Hours)

We are an established Australian eCommerce and B2B company seeking an exceptionally capable senior VA to work directly with our CEO. This is a high-responsibility, multi-disciplinary role combining Executive Assistant functions, project translation, operations coordination, technical systems support, financial workflow management, and VA team oversight.

This role is suitable for a top-tier candidate with strong English, high organisational ability, financial literacy, technical systems confidence, and the ability to convert high-level ideas into structured, actionable workflows.

Key Responsibilities
1. Strategy → Execution Translation

• Listen to the CEO's briefings (live or via recording).
• Translate high-level strategy into step-by-step task instructions.
• Build workflows, SOPs, and tasks inside ClickUp.
• Track deadlines and ensure accountability across teams.

2. Executive Assistant Support

• Manage the CEO's calendar, appointments, and weekly planning.
• Prepare meeting agendas and briefing notes.
• Draft emails, documents, and concise summaries.
• Organise travel bookings and itineraries.

3. Financial & Compliance Coordination

(Not accounting work — coordination and workflow management)

• Liaise with the Financial Controller and external accountants.
• Track BAS, PAYG, GST, ATO deadlines, and multi-entity compliance calendars.
• Organise financial documentation and prepare decision-ready summaries.
• Follow up on outstanding items from finance teams and compile inputs for CEO review.

4. Legal-Aware Risk Monitoring

• Maintain documentation to support HR, WHS, IP, copyright, and contract compliance.
• Track insurance renewals, supplier agreements, and key contract terms.
• Identify early signs of HR or compliance risk and escalate appropriately.
• Support clean documentation trails for legal and operational matters.

5. Technical & Systems Support

• Confidently use tools such as ClickUp, Google Workspace, Slack, Shopify, HubSpot (training provided if needed).
• Assist with technical troubleshooting and system configuration.
• Build small automations (Zapier/Make) to streamline workflows.
• Use AI tools (ChatGPT/Claude) for summarisation, SOP generation, and documentation.

6. VA Team Oversight (10+ Staff)

• Assign work to VA team members based on daily priorities.
• Monitor output, utilisation, deadlines, and quality of work.
• Run weekly VA check-ins to ensure consistency and structure.
• Report team performance and capacity to the CEO.

7. Weekly Operations Reporting

• Provide a concise weekly report covering:

• Key actions completed

• Blockers or risks
• Decisions required
• Financial or compliance timelines
• VA team workload and performance

You Are a Great Fit for This Role If You:

• Think clearly, quickly, and logically.
• Are highly organised with excellent follow-through.
• Have strong written English and communication skills.
• Are confident with numbers, reports, and financial concepts.
• Stay calm and professional under pressure.
• Enjoy systems, structure, technology, and improving processes.
• Can manage multiple workstreams at once.
• Are proactive, mature, and low-drama in your working style.
• Have experience supporting senior leaders or CEOs.

Required Experience

• 5+ years as a Senior VA, Executive Assistant, Operations Coordinator, or Project Manager.
• Strong experience with digital and business systems (ClickUp, GSuite, Slack, etc.).
• Experience coordinating with accountants or managing financial documentation.
• Experience managing remote staff is highly valued.
• Ability to work Australian business hours.

Highly Advantageous

• Experience with Australian companies or AU compliance terminology.
• Shopify / eCommerce experience.
• Automation tools (Zapier, Make/Integromat).
• AI usage (ChatGPT/Claude).
• Experience in legal administration or HR compliance.

What We Offer

• ₱120,000–₱180,000 PHP monthly salary (depending on seniority).
• Work-from-home, long-term employment.
• A professional, structured, and growth-focused environment.
• The opportunity to operate as the CEO's right hand and play a core role in building a fast-scaling organisation.

If you are an exceptionally capable operator who thrives in high-responsibility roles and enjoys translating strategy into execution, we would love to hear from you.

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