Executive Assistant & Operations Coordinator

Jade Finance; Gold Coast City; On-site; AUD 65,000 - 95,000; Full time

Job summary

Jade Finance is seeking a proactive Personal Assistant/Executive Assistant to support two busy Directors and the wider admin team on the Gold Coast. The role involves complex scheduling, confidential document handling, and streamlined digital workflows.

You will coordinate meetings, prepare briefing packs, assist with invoicing and basic bookkeeping in Xero, and cover administrative tasks across the organisation. A valid driver’s license and local vehicle access are required.

Qualifications

• Prior experience in a PA, EA or general administration role covering all operational aspects of an organisation.
• Experience with Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace (Docs, Sheets, Drive).
• Prior experience using Xero for basic bookkeeping and financial tasks is preferred but not necessarily required.
• Must possess a valid, current driver’s licence and access to a reliable personal vehicle (local errands and driving duties are required).

Responsibilities

• Organise and maintain complex schedules for Directors, Managers, and Team Leaders to ensure seamless daily business flow.
• Provide direct executive support to two Directors and manage high-level correspondence and meetings.
• Assist with accounts, invoicing and payment processes and cover roles during peak periods.
• Handle confidential correspondence, contracts and internal documentation with professionalism.
• Draft, format and edit high-quality reports and board presentations.
• Organise meeting agendas, prepare briefing packs and record minutes with action tracking.
• Assist with onboarding/offboarding workflows and maintain accurate employee records.
• Provide agile backup support to the wider administration team and cover phone lines during peak periods.

Skills

PA/EA experience

Administrative support

Discretion

Communication

Tools

Microsoft Office

Google Workspace

Xero

Driver's license

Job description

Jade Finance is seeking a proactive Personal Assistant/Executive Assistant to support two busy Directors and the wider admin team on the Gold Coast. The role involves complex scheduling, confidential document handling, and streamlined digital workflows.

You will coordinate meetings, prepare briefing packs, assist with invoicing and basic bookkeeping in Xero, and cover administrative tasks across the organisation. A valid driver’s license and local vehicle access are required.