Executive Assistant (Clients & Operations)
Title: Executive Assistant (Clients & Operations)
Type: Part-time – around30 hours/week, flexible (school-hours friendly)
Start: Mid-January 2026
Location: Melbourne-based (mix of remote + in-person as needed)
Reports to: Paul Pratt (with input from Simon Law)
Purpose
To be the steady pair of hands in the background – making sure clients feel looked after, details are handled, and the wheels keep turning smoothly across our client work and internal operations.
You'llbe the kind of EA who genuinely cares about people, has strong attention to detail, and quietly gets things done when you say you will.
You'llalso support ourUnmortgage Me education program andEveryday Money Project by helping turn ideas and conversations into simple content and consistent communication.
Responsibilities
1. Client care & coordination
* Call, email and SMS clients to:
* Request documents and information
* Provide simple updates on where things are up to
* Confirm next steps in clear, friendly language
* Liaise with valuers, lenders, conveyancers and other third parties.
* Be a calm, reliable point of contact so clients feel supported, not left in the dark.
2. Operations & workflow
* Keep our workflow up to date inKarbon and our CRM:
* Update stages and due dates
* Add notes and comments
* Make sure nothing stalls or disappears
* Follow checklists and processes so files move smoothly from first chat to settlement.
* Help prepare simple application packs or summary notes for Paul and Simon to review.
3. Light marketing & education support (within the EA role)
* Help turn Paul's ideas, notes and Looms into:
* Simple posts for our socials
* Occasional client update emails
* Short pieces that supportUnmortgage Me and theEveryday Money Project (e.g. tips, FAQs, event reminders)
* Coordinate basic marketing tasks:
* Scheduling posts
* Keeping a simple content calendar up to date
* Use tools likeChatGPT orsimilar todraft first versions that Paul will refine.
Who this will suit
You might have worked as:
* AnEA or PA
* Abookkeeper or accounting assistant
* Alegal / conveyancing assistant or property manager
* Asupport person in financial planning or professional services
You'lllikely describeyourself as someone who:
* Pays attention to the details and noticeswhensomething'smissing.
* Actuallycares about clients – you want them to feel informed and supported.
* Learns quickly when shown something once and enjoys improving how things are done.Does what you sayyou'lldo – people trust you to follow through.
* Is happy workingbehind the scenes, keeping everything moving.
* Is passionate about everyday money, learning about it and teaching it forward
Howwe'llknowit'sworking (3–6 months in)
* Clients knowwhat'sgoing on and feel more relaxed because someone is consistently in touch.
* Our boards and tasks in Karbon are tidy and up to date.
* Files move through with fewer "chasing" emergencies.
* Simple, on-brand posts and updates go out regularly without it feeling like a big production – including Unmortgage Me and Everyday Money Project content.
* You feel like the trusted "right hand" in the business – the one who keeps things steady.
If this sounds like you or someone you know, send me a message, give me a call )or email me at and I'llshare the full details.
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