Executive Assistant & Business Support Specialist

Be the Director’s right hand. Turn vision into action, and multiply what AI can do.
Our client is an award-winning ICT Solutions and Managed Services provider, recognised multiple times in the CRN Fast 50 as one of Australia’s fastest-growing IT companies. ISO 27001 certified, they serve mid-market and enterprise organisations across healthcare, education, aged care, not-for-profit, building and construction, retail and manufacturing. They partner with Cisco, Fortinet, Microsoft, AWS, Telstra and Palo Alto, and take a vendor-agnostic approach.
This is a high-performing business on the cusp of exponential growth. They invest deeply in their people, tools and technology, and the person who joins now will help shape what the business becomes.
The Opportunity
This is a pivotal, high-trust role working directly as the right hand to the Director. It is not a traditional administrative job. AI is already doing a great deal of the work, and the business needs someone who can work alongside it brilliantly and unlock far more of its value.
The Director has a lot to accomplish but not enough hours to fully leverage the available AI tools. This role bridges that gap: understand the Director’s vision, translate it into action with AI doing the heavy lifting, and carry initiatives through to completion. You will be the Director’s voice internally, communicate on his behalf, keep the business moving, and engage externally as needed, while providing all-purpose support across general business functions, including basic HR tasks.
Who You Are
Genuinely fluent with AI, using tools like ChatGPT, Claude or Microsoft Copilot every day
Highly organised and calm under pressure, with exceptional time management and judgement
An outstanding communicator in written and spoken English, able to adopt the Director’s voice and tone with discretion
Proactive and self-directed; you anticipate needs and act without waiting to be asked
Flexible and adaptable, comfortable wearing many hats
Trustworthy and discreet with confidential information
Tech-savvy and a fast learner
Key Responsibilities
Executive Support
Manage the Director’s calendar, inbox and priorities; screen and triage communications
Prepare agendas, briefing notes and pre-reads; capture actions and follow through
Coordinate travel, logistics and scheduling
Acting as the Director’s Voice
Represent the Director internally and communicate his decisions and priorities
Draft and send communications on his behalf, in his voice
Engage externally with clients, partners and suppliers where appropriate
Chase actions across the business and keep initiatives moving
AI Enablement
Use AI daily to draft, summarise, research and analyse
Turn the Director’s intent into well-crafted prompts, then review and quality-check outputs
Identify workflows AI or automation can handle, and put them into practice
Build a library of reusable prompts, templates and SOPs
Drive initiatives forward using AI leverage
Business & Operations Support
Produce documents, reports, presentations and spreadsheets
Maintain trackers, dashboards and knowledge documentation
Coordinate projects, research, and light admin and finance tasks (expenses, invoices, supplier liaison)
People & Basic HR Support
Coordinate recruitment logistics, onboarding checklists and HR documents
Help organise team communications and culture activities
Handle people information with strict confidentiality
What You Will Bring
Minimum five years’ experience as an Executive Assistant or in senior business support, ideally to a founder, owner or C-level executive
Proven, hands-on daily use of AI tools (ChatGPT, Claude or Microsoft Copilot), with clear examples and confident prompt-writing skills
Excellent written and spoken English, including writing convincingly in someone else’s voice
Exceptional organisation and the discipline to deliver without close supervision
Strong Microsoft 365 and/or Google Workspace fluency
High discretion, reliability and integrity
A reliable home-office setup, stable internet, and availability aligned to Melbourne business hours
Highly Regarded
Experience supporting an MSP, ICT, technology or professional-services business
HR or recruitment coordination, or CRM tools
Workflow automation (Zapier, Make, Power Automate) and basic data analysis
Relevant tertiary qualification; AI or productivity certifications
What’s On Offer
A high-visibility role working directly with the Director, with real influence over how the business runs
Growth as the business scales, with a pathway to a chief-of-staff-style scope
Investment in your AI capability and professional development
A supportive, collaborative culture where your ideas are heard
Working Arrangement
Full-time, permanent, remote, with working hours aligned to Melbourne business hours (AEST/AEDT).

Work arrangement
Yes