Executive and Administrative Assistant

Learn To Trade; North Sydney; On-site; AUD 90,000 - 120,000; Full time

Job summary

Learn To Trade in North Sydney is seeking an Executive & Administrative Assistant to support the Sales & Operations Lead across daily operations, events and internal projects. This role is office‑based in North Sydney, with 40 hours per week and occasional interstate travel to oversee events.

The ideal candidate brings five+ years in executive support or operations coordination, superb organisational skills and a proactive, hands‑on approach to complex schedules and event delivery.

Qualifications

• Minimum five years of professional experience in executive support, administration, operations coordination, event coordination, or a similar role.
• Proven experience supporting senior leaders or management teams in a fast-paced environment.
• Strong organisational, time-management, and multitasking skills.
• Excellent written and verbal communication skills with confidence engaging senior leaders, clients and external stakeholders.
• Experience preparing reports, presentations and professional business documentation.

Responsibilities

• Provide day-to-day executive and administrative support to the Sales & Operations Lead.
• Manage diaries, meetings, appointments, and business schedules.
• Prepare reports, presentations, agendas, and business documentation.
• Monitor deadlines, action items, and project deliverables.
• Coordinate communication between internal teams and external stakeholders.
• Maintain accurate and organised business records.
• Support the planning and delivery of client events, roadshows and other business activities.
• Coordinate with the Events Coordinator, suppliers, venues and internal stakeholders.
• Manage attendee communications, registrations, schedules and event logistics.
• Liaise with Australian speakers, roadies, telesales teams and event personnel.
• Maintain event databases, attendance records, client feedback and marketing assets.
• Coordinate post‑event reporting and follow‑up activities.
• Assist with LFX event administration, coordination and operational reporting.
• Support mentor management and related operational activities.
• Track project milestones, outstanding actions and business deliverables.
• Coordinate across departments to ensure timely execution of operational requirements.
• Support new business initiatives and identify opportunities for process improvement.
• Provide administrative support for sales and marketing activities.
• Prepare sales reports, maintain business records, and update CRM systems.
• Assist with recruitment, onboarding and training administration.
• Coordinate communications, meetings and follow-ups with JV partners and key stakeholders.
• Ensure accurate and timely updates across business systems.
• Travel interstate when required to support and oversee major events, roadshows and business activities.
• Provide hands‑on operational and administrative support during live events.
• Coordinate onsite logistics, event schedules, staffing and operational requirements.
• Work closely with the Australian team to ensure events run smoothly and meet expected standards.
• Respond proactively to operational challenges and changing priorities during events.

Skills

Executive support

Administrative coordination

Event coordination

Stakeholder management

Travel coordination

Tools

Microsoft Office

Outlook

Excel

PowerPoint

CRM systems

Job description

We are seeking a highly organised and proactive Executive & Administrative Assistant to support the Sales & Operations Lead in managing daily operations, administrative tasks, business initiatives, and major client events across our Australian business.

This is a hands‑on, office‑based role in North Sydney, requiring flexibility to work varied shifts across a 40‑hour week, including weekends when necessary. The position also involves occasional interstate travel to oversee and support events, roadshows, and other business activities.

The ideal candidate thrives in a fast‑paced environment, manages competing priorities effectively, and takes ownership of tasks from planning through completion.

Key Responsibilities

1. Executive & Administrative Support

Provide day‑to‑day administrative and executive support to the Sales & Operations Lead.

Manage diaries, meetings, appointments, and business schedules.

Prepare reports, presentations, agendas, and business documentation.

Monitor deadlines, action items, and project deliverables.

Coordinate communication between internal teams and external stakeholders.

Maintain accurate and organised business records.

2. Event Administration & Coordination

Support the planning and delivery of client events, roadshows, and other business activities.

Coordinate with the Events Coordinator, suppliers, venues, and internal stakeholders.

Manage attendee communications, registrations, schedules, and event logistics.

Liaise with Australian speakers, roadies, telesales teams, and event personnel.

Maintain event databases, attendance records, client feedback, and marketing assets.

Coordinate post‑event reporting and follow‑up activities.

3. Operational & Project Support

Assist with LFX event administration, coordination, and operational reporting.

Support mentor management and related operational activities.

Track project milestones, outstanding actions, and business deliverables.

Coordinate across departments to ensure timely execution of operational requirements.

Support new business initiatives and identify opportunities for process improvement.

4. Sales & Business Support

Provide administrative support for sales and marketing activities.

Prepare sales reports, maintain business records, and update CRM systems.

Assist with recruitment, onboarding, and training administration.

Coordinate communications, meetings, and follow-ups with JV partners and key stakeholders.

Ensure accurate and timely updates across business systems.

Travel interstate when required to support and oversee major events, roadshows, and business activities.

Provide hands‑on operational and administrative support during live events.

Coordinate onsite logistics, event schedules, staffing, and operational requirements.

Work closely with the Australian team to ensure events run smoothly and meet expected standards.

Respond proactively to operational challenges and changing priorities during events.

Essential Qualifications & Experience

Minimum of five years of relevant professional experience in executive support, administration, operations coordination, event coordination, or a similar role.

Proven experience supporting senior leaders or management teams in a fast‑paced environment.

Strong organisational, time‑management, and multitasking skills.

Excellent written and verbal communication skills, with confidence engaging senior leaders, clients, and external stakeholders.

Experience preparing reports, presentations, and professional business documentation.

Proficiency in Microsoft Office, particularly Outlook, Excel, Word, and PowerPoint.

Strong attention to detail, problem‑solving skills, and ability to work independently.

Demonstrated ability to manage competing priorities, meet deadlines, and follow through on commitments.

Must be based in Sydney and able to work onsite at our North Sydney office.

Must be available to work 40 hours per week across varied shifts, including weekends as required.

Willingness and ability to travel interstate for event oversight and operational support when necessary.

Preferred Experience & Personal Attributes

Previous experience supporting sales, operations, or event management teams.

Experience coordinating corporate events, roadshows, or client‑facing activities.

Familiarity with CRM administration, operational reporting, and project coordination.

Proactive, dependable, commercially aware, and adaptable to changing business priorities.

Strong sense of accountability, initiative, and commitment to operational excellence.

What We're Looking For

We are looking for someone who goes beyond traditional administrative support—an individual who anticipates business needs, takes ownership, and ensures tasks are completed effectively.

You should be comfortable working across multiple business functions, coordinating with diverse stakeholders, and providing hands‑on support during major events.