Admin / Executive Assistant / Systems Coordinator

Join Our Team & Help Systemise Our Business for Growth

We’re looking for a smart, organised, and tech-savvy Executive Assistant to join our small team of three. Your core mission will be to set up streamlined systems, manage communication, and keep everyone on track daily.

If you're the type of person who loves turning inbox chaos into clarity, thrives on helping people stay organised, and knows how to build simple but powerful systems — this role is for you.

What You'll Be DoingGmail & Task Management

• Manage our team’s Gmail inboxes daily
• Reply to customer emails when appropriate or assign messages to the right staff member
• Ensure each staff member has a clear daily to-do list
• Organise and manage team calendars, meeting bookings, and follow-ups
• Stay in regular communication with all staff to ensure priorities are clear and deadlines are met

• Set up and manage our internal systems using Notion, Zapier, Google or or we are open to your suggestions for the most effective system
• Create clear workflows for enquiries, sales, and operations
• Implement automation tools like to save time and reduce manual tasks
• Build and maintain internal SOPs to keep the business running smoothly

• Organise and maintain our sales and enquiry database
• Track customer interactions, lead progress, and ensure no opportunities are missed
• Manage customer follow-up workflows and update the team on status and outcomes
• Create and send follow-up email templates as needed
• Email Marketing Support (Klaviyo)
• Help manage and grow our email list and segment customers
• Build simple campaigns and flows in Klaviyo (or coordinate with marketing if needed)
• Keep our marketing communications tidy, organized, and on-brand

You’re a Great Fit If You:

• Are experienced in managing inboxes and task lists for teams
• Know how to use tools like Gmail, Google Calendar, Notion, Zapier or similar. We don't which why we need you ;-)
• Love organizing and improving systems to make things run better
• Have excellent written English and feel confident communicating with customers
• Are self-motivated, detail-focused, and proactive
• Are comfortable coordinating with multiple people and keeping everyone aligned

• Gmail + Google Calendar
• Notion (task and workflow management)
• Klaviyo (email marketing & customer flows)
• Zapier (workflow automation)
• Google Sheets or Airtable (for data tracking)

Role Details:

• Full-time remote position
• Work hours ideally overlap with Australian business hours
• Start date: ASAP

To Apply:

Email us with:

1. A short note about your experience organizing teams, inboxes and building systems
2. Tools you’ve used to manage tasks or sales
3. Your availability

• Email Management
• Email Marketing
• Customer Service
• Admin Support
• Tech Support
• Email Management
• Email Marketing
• Customer Service
• Admin Support
• Tech Support