Executive Assistant – Studio Operations
Assist World
Job Level
Mid-LevelSenior
About the role
- Teamified helps enterprises and digital-native businesses in Australia build remote teams in India, Philippines and Sri Lanka, focusing on trust, integrity, culture, and hiring processes
- Client: independent growth and investment advisory dedicated to AgriFood innovation, enabling innovators, organisations, and investors in food and agriculture
- Role: Serve as the operational cornerstone to ensure seamless execution of business and client-facing operations, manage workflows, coordinate Human-AI team, and maintain systems to increase the Managing Director's strategic capacity
- Executive Support & Operations (30%): manage inbox, calendar, scheduling, routine requests, invoicing and expenses (Xero), plan domestic/international travel and trade missions, maintain and improve SOPs via the Agile Operations Playbook
- Client & Project Coordination (30%): oversee client onboarding, contracts, project setup, prepare intelligence briefings, support trade mission logistics and partner engagement, manage data rooms for capital raising/M&A, coordinate stakeholder networks
- AI & Deliverables (25%): review AI outputs for quality and accuracy, format and enhance client-facing presentations/reports, build prompt libraries and maintain AI context libraries
- Business Development & Marketing (10%): maintain CRM and sales pipeline, support content distribution (LinkedIn, network updates)
- Knowledge & Process Improvement (5%): maintain operations playbook, suggest improvements, manage case studies and IP assets
Requirements
- 3+ years as a remote Executive Assistant, Project Coordinator, or similar role supporting senior executives/founders in fast-paced environments
- Skilled in inbox/calendar management, travel logistics, invoicing (Xero), client onboarding, workshop preparation, stakeholder coordination, and data room management
- Experience coordinating trade missions/events, managing SOPs/playbooks, and handling client communications; strong ability to review, format, and enhance deliverables (reports, presentations)
- Comfortable working with AI tools (Google Gemini/Gemma) for drafting, research, and workflow optimization; able to build prompt libraries and maintain knowledge databases
- Familiar with CRM (Dex, Notion), pipeline management, and supporting thought leadership/marketing distribution
- Tools: Google Workspace, Notion, Miro, Superhuman, Zoom, Calendly, Zapier, Dex CRM, Xero, Canva
- Process-driven with strong organisational and time-management skills
- Proactive, autonomous, and adaptable to new tools/AI systems
- Detail-oriented with a strong quality control mindset
- Excellent communicator (fluent English) with discretion and integrity
