About the Role: We’re looking for a highly organized and proactive Executive Assistant to provide high-level executive support, streamline administration, and ensure seamless integration and communication between the CEO/Director, Projects Director, Admin Manager, and Sales Director. This role is critical in managing inbound sales, supporting marketing coordination, and optimizing Aroflow and Hubspot systems, with a focus on minimizing manual data entry for executives. Compensation: 2000 AUD/month Schedule: Flexible working arrangement, Standard hours preferred, with the ability to complete some tasks after end-of-day so work is ready for Sydney business hours the following morning Location: Remote Key Responsibilities: Serve as the primary liaison among the CEO, Projects Director, Admin Manager, and Sales Director Facilitate and document leadership meetings, track action items, and support timely follow-up Manage executive calendars, scheduling, and internal communications Oversee administrative workflows and support the admin team Set up and onboard new projects in Aroflow, ensuring data accuracy Coordinate project documentation, compliance, and onboarding Manage inbound sales inquiries, qualify leads, and coordinate handover Support marketing initiatives and campaigns with the Sales Director; maintain Hubspot data Prepare quotes, proposals, marketing materials, and client correspondence Link and optimize workflows between Aroflow and Hubspot Automate data entry and reporting; support system training for team members Identify and implement process improvements across all business units Required Skills & Qualifications: Proven experience as an executive assistant, operations coordinator, or similar Strong organizational, communication, and stakeholder management skills Experience with project management and CRM systems (Aroflow, Hubspot, or similar) Tech-savvy, construction or transport background, process-oriented, and passionate about automation Ability to manage multiple priorities in a fast-paced environment The candidate must be proficient in the following tools: Aroflow, Qwilr, Excel, HubSpot