Executive Assistant

Where U; Western Australia; Hybrid; AUD 60,000 - 90,000; Full time

Job summary

Where U is seeking an organised Executive Assistant to join on a fixed-term maternity cover. You will be the right hand to the Director, managing calendars, coordinating travel and events, and supporting operations across the business.

You'll also assist with finance tasks, onboarding new staff and keeping internal records up to date, while driving process improvements in a collaborative, hybrid Perth-based team.

Qualifications

• Experience in Executive/Personal/Team Assistant or Operations support.
• Strong diary/calendar management and travel coordination.
• Experience with invoicing/AR and Xero or similar systems.

Responsibilities

• Manage Director's calendar, inbox, meetings and appointments.
• Organise domestic and international travel and events.
• Support finance team with invoicing and payments via Xero.
• Onboard new team members and maintain records.
• Improve processes and maintain dashboards and reports.

Skills

Diary management

Calendar management

Multitasking

Communication

Independent working

Tools

Xero

Microsoft Office

Job description

Where U | Full-Time | Fixed-Term Contract - Maternity Cover | Perth, WA | Commencing ASAP

Be the person who keeps everything moving.

Where U is a growing business helping entrepreneurs build and scale successful online businesses. We're a fast-moving team with a big focus on helping our members get results, and we're not your typical corporate environment.

We're looking for an organised, switched-on and proactive Executive Assistant to join the Where U team on a fixed-term maternity cover contract.

This isn't your typical Executive Assistant role. You'll be the right hand to our Director, helping manage their day-to-day priorities while also getting involved in the operations of a growing business.

From managing calendars and coordinating international travel to organising events, supporting our finance team and keeping things running behind the scenes, no two days will look quite the same.

If you're someone who loves being organised, takes initiative, enjoys solving problems and doesn't mind wearing a few different hats, this could be right up your alley.

What you'll be doing

Executive & Director Support

Manage the Director's calendar, inbox, meetings and appointments.

Keep track of priorities, follow-ups and important deadlines.

Coordinate meetings and make sure everything is organised and ready to go.

Provide general business and personal administrative support.

Travel & Event Coordination

Organise domestic and international travel, including flights, accommodation and transfers.

Coordinate travel and logistics for workshops, events and team activities.

Help organise venues, event materials and other arrangements.

Handle last-minute changes and troubleshoot issues along the way.

Business Operations & Team Support

Help keep day-to-day business operations organised and running smoothly.

Coordinate with suppliers, contractors and external contacts.

Assist with onboarding new team members and getting them set up.

Maintain internal systems, records, dashboards and reports.

Help improve processes and document how things get done.

Finance & Accounts Administration

Assist with accounts receivable, including processing payments and following up overdue invoices.

Respond to customer billing and payment queries.

Process invoices, expenses and payment requests through Xero.

Maintain commission trackers and assist with reconciliations.

Help keep financial records accurate and up to date.

Personal Administration

Assist the Director with occasional personal administration, bookings and errands.

Coordinate appointments and liaise with personal service providers where needed.

What we're looking for

We're looking for someone who:

Is exceptionally organised and has great attention to detail.

Takes initiative and doesn't need to be told what to do next.

Can juggle multiple priorities without losing track of the little things.

Is confident communicating with different people, both internally and externally.

Is resourceful and enjoys finding solutions to problems.

Can work independently and take ownership of tasks from start to finish.

Is adaptable and happy to jump in wherever needed.

Experience:

Previous experience in an Executive Assistant, Personal Assistant, Team Assistant, Operations Officer

Diary and calendar management

Experience coordinating travel, meetings or events.

Exposure to accounts receivable, invoicing or general finance administration.

Experience with Xero or other business systems.

Strong Microsoft Office and general computer skills.

What's on offer?

A varied role where you'll be involved in different areas of the business.

The opportunity to work closely with leadership and get a behind-the-scenes look at how a growing business operates.

A friendly, collaborative team environment.

A role where you can take ownership, make improvements and have a genuine impact.

The details

Employment type: Full-time, fixed-term contract (maternity cover)

Work arrangement: Hybrid

Interested?

If you're someone who enjoys keeping things organised, making things happen and being the person everyone can rely on, we'd love to hear from you.