EA / Office Manager

TQSolutions; City of Melbourne; On-site; AUD 25,000 - 45,000; Part time

Job summary

TQSolutions, a boutique people and leadership consultancy in Melbourne, is seeking an organised executive assistant/operations support to work with the two founders. The role will keep the business running day to day and quietly hold it together as the team grows.

You will manage calendars, prepare client materials, coordinate scheduling, handle invoicing and BAS readiness in Xero, and help improve systems. This is a hands-on role at a startup pace with room to grow.

Qualifications

• Experience supporting a founder or executive.
• Familiar with Xero and BAS preparation.
• Experience running a small office.
• Tech fluent; comfortable using AI in daily work.
• Organised and detail-oriented work ethic.

Responsibilities

• Manage founders’ calendars and keep their weeks running smoothly.
• Prepare client materials, assessment packs, debriefs and proposals from templates.
• Research and coordinate client scheduling.
• Run the office both physically and virtually; maintain a welcoming environment.
• Improve systems and identify more efficient processes.
• Build relationships with clients’ admins and act as the face of the business.
• Plan team events and client catch-ups; maintain team cohesion.
• Handle occasional personal errands with discretion.
• Raise/send client invoices and follow up on payments.
• Process supplier bills and keep expenses/receipts in order.
• Reconcile accounts in Xero and keep ledgers tidy.
• Prepare documents for BAS and respond to accountant queries.
• Keep payroll and superannuation records accurate.

Skills

Calendar management

Bookkeeping

Xero

Office administration

AI tools

Tools

Xero

Spreadsheets

Job description

They are a boutique people and leadership consultancy in Melbourne. Working with scaleups and mid-market businesses on people and culture transformation, organisational strategy, leadership development, and executive coaching.

Two founders, a growing client list, and a lot still being built. That means this role is not a finished job description, it is a starting point. What you do here will genuinely shape how the business works, and there is room for the role to grow as they do!

About the Role

You will work alongside both founders, keeping the business running day to day, and being the person who quietly holds it all together!

Key Responsibilities include but are not limited to:

• Manage both founders’ calendars and keep their week making sense!
• Pull together client materials, assessment packs, debrief documents, and proposals from templates
• Research and coordinate client scheduling
• Run the office physically (and virtually) so it looks and feels like somewhere people want to be
• Tidy up systems and improve them where you spot a better way, continuously looks for more ways to make them more efficient
• Build relationships with clients’ admin and office support, be the face of the business
• Plan the moments that hold a small team together, from client catch ups to team days
• Handle the occasional personal errand for either founder, with complete discretion
• Raise and send client invoices, and follow up on payment
• Process supplier bills and keep expenses and receipts in order
• Reconcile accounts in Xero and keep the ledger tidy through the quarter
• Prepare and pull together everything our accountant needs for BAS, and answer their questions
• Keep payroll and superannuation records accurate and ready for processing

About you!

To be successful in this role, you think one step ahead, and you care about the outcome more than the task:

You have supported a founder, executive, or business owner, and you know how to make someone else’s week work

You are comfortable with bookkeeping. Xero, invoicing, reconciliations, and getting records ready for BAS are familiar territory, not something you would be learning from scratch

You have run a small office, or you have been the person who quietly did it anyway

You are genuinely tech fluent and use AI as part of how you work

You are happy in a business that is still figuring things out, & you would rather build something than inherit it

You read the room, and you know when to push, when to hold back, and when to raise something

You are organised and dependable, and you notice the detail others miss

Why join them!

Get in early. You will help build how this business works, and grow with it

Work directly with both founders, with real visibility into how they run

Three days a week, with genuine flexibility in how you shape them

Room to take on more over time

A warm, human place to work with people who care about doing good work for good clients

If you have got this far, you are probably their kind of person! Research shows that many women and people from underrepresented backgrounds will have talked themselves out of applying by now, even when they would be brilliant at the job. If you do not tick every box, they would still love to hear from you.