PROJECT MANAGEMENT & EXECUTIVE ASSISTANT (Pooling)

Project Management Assistant

Working Hours: Must be willing to work Australian business hours

About the Role

This role requires someone who can confidently manage projects, coordinate stakeholders, negotiate opportunities, and provide high-level administrative support to leadership.

Key Responsibilities

• Assist in managing projects from acquisition through completion.
• Support business development and acquisition initiatives.
• Conduct research and prepare reports to support strategic decision-making.
• Track project milestones, deliverables, and timelines.
• Coordinate with internal and external stakeholders to ensure project success.
• Assist in negotiations and help facilitate business opportunities and deals.

• Manage executive calendars and schedules.
• Coordinate and schedule appointments, meetings, interviews, and events.
• Organize travel arrangements and itineraries as required.
• Prioritize and manage competing commitments and deadlines.
• Prepare meeting agendas, presentations, reports, and correspondence.
• Follow up on action items and ensure timely completion of tasks.
• Serve as a point of contact between executives and key stakeholders.

• Maintain accurate records and project documentation.
• Monitor emails and respond or escalate communications as needed.
• Assist with process improvement and operational efficiencies.
• Provide general administrative support to leadership and project teams.

• Minimum 1 year of experience as an Executive Assistant, Project Coordinator, Project Management Assistant, or similar role.
• Proven experience managing executive calendars, appointments, meetings, and schedules.
• Experience supporting CEOs, Directors, business owners, or senior leadership teams.
• Demonstrated experience in project management, project coordination, business acquisition, or business development.
• Strong ability to negotiate, build relationships, and facilitate business opportunities.
• Excellent verbal and written English communication skills.
• Exceptional organizational, time management, and multitasking abilities.
• Strong attention to detail and problem-solving skills.
• Proficiency in Microsoft Office, Google Workspace, CRM systems, and project management tools.
• Ability to work independently in a fast-paced remote environment.
• Experience preparing reports, presentations, meeting agendas, and business correspondence.
• Experience in healthcare, real estate, construction, professional services, or multi-site operations is highly regarded.
• Familiarity with project management methodologies and systems is an advantage.
• Willing and able to work Australian business hours.

• Full-Time Remote / Work From Home position.
• Immediate start available.
• Opportunity to work closely with executive leadership.
• Dynamic and fast-paced work environment.
• Career growth and development opportunities.