Executive Personal Assistant

Job Title:
Executive Personal Assistant – Functionco

Job Description:
Functionco is seeking a dynamic and experienced Executive Personal Assistant to support an ambitious entrepreneur in the commercial construction industry in Australia. This role involves managing both business operations and personal responsibilities, enabling the entrepreneur to concentrate on strategic initiatives and business development.

We value individuals who exhibit creativity, excitement, and a passion for success and personal development. Experience working with Australian companies, particularly in the construction industry, is highly preferred. This is a full-time, long-term position offering a collaborative and supportive work environment with opportunities for growth.

Responsibilities:

Business Support:
• Email Management: Organize, prioritize, and respond to emails on behalf of the entrepreneur.
• Calendar Management: Schedule meetings, organize appointments, and handle conflicts efficiently.
• Task Management: Use ClickUp to track, delegate, and follow up on tasks.
• Invoicing and Financials: Prepare and manage invoices, expense reports, and basic reconciliations in Xero.
• Document Control: Organize and maintain project documentation using Google Workspace (Drive, Docs, Sheets).
• Team Coordination: Communicate with contractors, suppliers, and clients to ensure seamless operations.
• Reporting: Prepare weekly summaries of tasks, projects, and deadlines.

Personal Support:
• Life Organization: Schedule personal appointments, manage bills, and arrange travel plans.
• Task Execution: Respond to personal emails, organize subscriptions, and handle household commitments.
• Dictation and Execution: Act as the entrepreneur’s “hands on the computer,” taking verbal instructions and translating them into actionable tasks or emails.
• Reminders: Ensure the entrepreneur stays on top of both personal and professional commitments.

Required Qualifications:
• Exceptional English Skills: Clear, concise communication both written and verbal.
• Experience: At least 2 years in a virtual assistant, executive assistant, or similar role. Experience working with Australian companies (construction industry preferred) is highly valued.
• Tools Expertise:
• Google Workspace (Drive, Docs, Sheets, Calendar)
• ClickUp (or similar task management tools)
• Xero (or similar accounting tools)
• Organization: Ability to prioritize tasks, manage time efficiently, and multitask under pressure.
• Initiative: A proactive attitude, able to anticipate needs and solve problems independently.
• Confidentiality: Trustworthy and able to handle sensitive business and personal information securely.
• Creativity and Passion: Demonstrates creativity, excitement, and a passion for success and personal development.

What We Offer:
• Full-Time Remote Position: Work from home with stable hours (Australian time zone).
• Competitive Pay: Based on experience and performance.
• Growth Opportunities: Training and development in areas like business management and tools.
• Work-Life Balance: A supportive environment that values long-term success.

How to Apply:
To apply, please send:
1. A cover letter explaining why you’re the ideal candidate for this position, including:
• The top three things that motivate you.
• Your favorite business coach or influencer you follow.
• After visiting our website functionfitouts.com.au and reviewing our company ethos on the About page, specify which point you align with the most.
2. Your resume/CV highlighting your experience.
3. A voice recording introducing yourself and sharing your relevant skills and experience. You can use free tools like Vocaroo for the recording.

Note: Applications without all three components will not be considered.

We’re excited to find someone who can be a key part of our team and help us grow both professionally and personally!