We are an award-winning digital marketing agency based in Robina Town Centre, working with businesses across Australia and New Zealand.
We are a small, high-performing team of five, managing marketing campaigns and performance reporting for 20–30 clients and growing.
We are looking for an exceptionally organised Personal Assistant to work directly with the founder of the business.
This role is not a traditional admin role. It is a high-trust position where you will become the founder’s right hand, helping keep the business running smoothly across operations, reporting, finances, projects and personal administration.
You will be the person who brings structure, organisation and follow-through to many moving parts of the business.
If you love systems, spreadsheets, solving problems, coordinating people and getting things done, this role will suit you extremely well.
This Role Is Perfect For Someone Who
* Loves organising information and systems
* Enjoys working closely with a founder or business owner
* Is naturally proactive and reliable
* Is comfortable managing multiple responsibilities at once
* Enjoys bringing order and structure to busy environments
* Wants to be part of a growing agency environment
You do not need digital marketing experience, but you must be comfortable with technology, spreadsheets and learning new systems quickly.
We are also looking for someone who is dynamic and growth-minded, who enjoys helping a business grow and takes pride in supporting clients and delivering great service.
The Role
You will act as the right hand to the founder, helping manage key operational tasks inside the agency while also supporting projects and administrative responsibilities across the business.
You will support the founder across business administration, reporting, finances, project coordination and personal assistance.
Key Responsibilities
Financial Administration (Xero)
* Manage the Xero accounting system
* Issue and manage monthly client invoices (20–30 clients)
* Track and follow up outstanding client payments
* Maintain revenue tracking and financial records
* Process salary payments and business expenses
* Make tax payments and other required financial payments
* Make personal payments on behalf of the founder where required
* Reconcile transactions and ensure all financial records are accurate and up to date
* Ensure the finance system is maintained daily and weekly
Reporting & Data Management
* Consolidate marketing performance data into central reporting dashboards (Excel / Google Sheets)
* Prepare and distribute weekly performance reports to the internal team and clients
* Maintain reporting systems so data is organised and accessible
* Track team timesheets and ensure daily time tracking is completed
* Monitor client profitability based on team time tracking
* Ensure reporting processes are completed accurately each week
Team & Operational Support
* Ensure the team completes daily time tracking
* Track team leave and holiday days
* Support operational organisation across the agency
* Help ensure internal systems and reporting processes are followed
Project Coordination
You will support the founder with project coordination across the business. This may include:
* Finding and coordinating freelancers or developers
* Managing timelines for projects such as website development
* Supporting technology implementations
* Assisting with new ventures or business initiatives
* Ensuring projects move forward and are completed
Examples may include:
* Finding a freelancer to build a website
* Coordinating the development of a Shopify website
* Helping implement systems or tools within the business
Executive & Personal Assistance
You will support the founder with both business and personal administration, including:
* Managing emails and scheduling
* Booking travel and accommodation
* Organising meetings and appointments
* Managing personal admin tasks such as insurance, car servicing and payments
* Research and sourcing for business or personal needs
Skills & Experience
* Strong experience with Excel or Google Sheets
* Experience with Xero or similar accounting software
* Excellent organisation and administration skills
* Comfortable working with technology and systems
* Strong communication and follow-up skills
* Ability to manage multiple projects and tasks
About Our Team
* Small, friendly team of five people
* Work with clients across Australia and New Zealand
* Currently managing 20–30 clients and growing
* Focused on delivering excellent customer service and real results for clients
* Ambitious agency aiming to continue growing and winning awards
From time to time, the role may involve supporting the founder with travel arrangements or attending meetings locally or occasionally internationally if required, although this is not a regular requirement.
How to Apply
If you are highly organised, proactive and enjoy being the person who keeps everything running smoothly, we would love to hear from you.
Please send your CV and a short introduction explaining why you would be a great fit for this role to *****@conversionadvantage.com