Executive Assistant to CEO

About the Role:

We are seeking a highly organised, proactive, and detail-oriented Executive Assistant to support the CEO across two businesses.

This is a key role for someone who enjoys creating structure, streamlining workflows, and ensuring that priorities, decisions, and commitments are managed effectively. Working closely with the CEO, you will help maximise their time and focus on strategic priorities, people, and business growth.

The ideal candidate is an excellent planner and communicator who can anticipate needs, manage competing priorities, and bring clarity and consistency to a fast-paced, multi-business environment.

Key Responsibilities:

• Calendar and Travel Management: Coordinate complex calendars, meetings, and travel arrangements across Bali, the Gold Coast, and tour commitments, ensuring schedules are practical and well organised.

• Inbox and Communication Management: Prioritise incoming communications, prepare correspondence, and manage follow-ups to ensure important matters are addressed in a timely manner.

• Meeting Coordination: Prepare agendas, briefing packs, meeting minutes, and track action items through to completion.

• Planning and Tracking: Maintain up-to-date trackers for key decisions, priorities, outstanding actions, and deadlines across both businesses.

• Document and Information Management: Maintain organised and confidential records, including contracts, board materials, investor documents, other business-critical information, and filing systems

• Executive Support and Coordination: Manage requests and meeting priorities, helping ensure the CEO’s time is allocated effectively.

• Administrative Support: Assist with selected personal administration where it intersects with business responsibilities.

 About You:

You are a highly organised, dependable, and proactive individual who brings structure, clarity, and reliability to a dynamic working environment. You enjoy organising information, building effective systems, and ensuring that nothing falls through the cracks.

 You take pride in anticipating needs, bringing order to complexity, and creating processes that help others perform at their best. With a calm, solutions-focused approach, you can complement a fast-moving, entrepreneurial leadership style while balancing practical execution with thoughtful planning.

 You will ideally demonstrate:

• Exceptional organisational and administrative skills, with strong prioritisation and time-management abilities.

• A systematic approach and outstanding attention to detail, with the ability to establish and maintain effective processes from start to finish.

• A proactive mindset, anticipating requirements and taking initiative without needing constant direction.

• High levels of professionalism and discretion when handling confidential commercial, financial, and personal information.

• The ability to remain calm under pressure and communicate with tact, diplomacy, and sound judgement.

• Excellent written and verbal English communication skills. Bahasa Indonesia proficiency is highly regarded.

• Strong proficiency in Google Workspace and project management tools, with confidence in using AI tools to improve efficiency and workflows.

• The ability to manage multiple priorities while maintaining accuracy and consistency.

 If you enjoy making things happen, keeping priorities on track, and enabling senior leaders to focus on what matters most, we would love to hear from you.

Desirable Experience:

• Previous experience as an Executive Assistant supporting a founder, CEO running multiple entities

• Exposure to the hospitality, fashion, or property industries.

• Experience coordinating teams, schedules, or travel across different time zones.

What Success Looks Like:

• The CEO’s calendar, priorities, and commitments are well managed, with sufficient time reserved for preparation and strategic work.

• Meetings are well prepared, and actions and decisions are consistently followed up.

• Important deadlines, outstanding matters, and upcoming priorities are visible and proactively managed.

• Business information and documentation are organised, accessible, and handled confidentially.

• Effective systems and workflows are established to support the smooth operation of both businesses.