Job Details
- Languages
- English
- Experience
- 3+ years
- Required Skills
- Project ManagementArtificial IntelligenceProject CoordinationBusiness OperationsMicrosoft ExcelAccountingCRM
Requirements
- 3+ years as a remote Executive Assistant, Project Coordinator, or similar role.
- Skilled in inbox/calendar management, travel logistics, invoicing (Xero), client onboarding, workshop prep, 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, etc.).
- 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.
- Proficient with 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 strong quality control mindset.
- Excellent communicator (fluent English) with discretion and integrity.
Responsibilities
- Manage inbox, calendar, scheduling, and routine requests.
- Handle invoicing, expenses, and coordination with Xero.
- Plan domestic/international travel and trade missions.
- Maintain and improve SOPs via the “Agile Operations Playbook.”
- Oversee client onboarding, contracts, and project setup.
- Prepare intelligence briefings for workshops.
- Support trade mission logistics, partner engagement, and milestones.
- Manage data rooms for capital raising/M&A.
- Coordinate stakeholder networks and handle non-strategic client communication.
- Review AI outputs for quality and accuracy.
- Format and enhance client-facing presentations/reports.
- Build prompt libraries, organize databases, and maintain AI context libraries.
- Maintain CRM and sales pipeline.
- Support content distribution (LinkedIn, network updates).
- Maintain operations playbook and suggest improvements.
- Manage case studies and IP assets.
