Executive Assistant & Operations Coordinator

Uptrade PTY LTD; Melbourne; On-site; AUD 90,000 - 120,000; Full time

Job summary

UpTrade Alpha is seeking an Executive Assistant & Operations Coordinator to provide high-level administrative and operational support to the research leadership team. You will manage calendars, coordinate communications, and oversee membership administration while driving process improvements to reduce workload and enable senior researchers to focus on investment research and content development.

The role requires strong organisational and communication skills, with experience in Google

Qualifications

• Minimum 3–5 years of experience in an Executive Assistant, Operations Coordinator or similar role.
• Strong organisational, time management and communication skills, with the ability to manage competing priorities.
• Proven experience managing executive calendars, inboxes, schedules and administrative workflows.

Responsibilities

• Manage calendars, meetings, appointments and weekly schedules for the research leadership team
• Organise executive inboxes, prioritise communications and coordinate follow-ups
• Establish structured weekly workflows to improve productivity and time management
• Coordinate meetings with internal teams, brokers, clients and external stakeholders
• Track key deadlines, action items and business priorities
• Manage administrative processes associated with UpTrade Alpha memberships and subscriptions
• Coordinate membership renewals, invoicing, payment follow-ups and client enquiries
• Develop and maintain a centralised research and content calendar
• Coordinate scheduling for research reports, newsletters, webinars and live sessions
• Identify administrative inefficiencies and implement workflow improvements

Skills

Executive support

Calendar management

Stakeholder coordination

Content planning

Communication

Content scheduling

Tools

Google Workspace

Microsoft Office

CRM systems

Job description

Executive Assistant & Operations Coordinator

UpTrade Alpha is a fast-growing Australian FinTech startup specialising in cryptocurrency research, financial data analytics, and market intelligence. Our subscription-based platform delivers high-quality market research, investment insights, and data-driven analytics to individual investors, professional traders, UpTrade brokerage clients, and the broader investment community. We're a dynamic and ambitious team passionate about financial markets, technology, and innovation.

About the role

The Executive Assistant & Operations Coordinator provides high-level administrative and operational support to the UpTrade Alpha research leadership team, ensuring efficient daily business operations. Key responsibilities include managing executive schedules and communications, coordinating research and content delivery, overseeing membership administration, liaising with stakeholders and improving internal processes. The role aims to streamline operations and reduce administrative workloads, enabling senior researchers to focus on investment research, content development and business growth.

Key responsibilities

Manage calendars, meetings, appointments and weekly schedules for the research leadership team

Organise executive inboxes, prioritise communications and coordinate follow-ups

Establish structured weekly workflows to improve productivity and time management

Coordinate meetings with internal teams, brokers, clients and external stakeholders

Track key deadlines, action items and business priorities

Manage administrative processes associated with UpTrade Alpha memberships and subscriptions

Coordinate membership renewals, invoicing, payment follow-ups and client enquiries

Develop and maintain a centralised research and content calendar

Coordinate scheduling for research reports, newsletters, webinars and live sessions

Identify administrative inefficiencies and implement workflow improvements

About you

Minimum 3–5 years of experience in an Executive Assistant, Operations Coordinator or similar role

Strong organisational, time management and communication skills, with the ability to manage competing priorities

Proven experience managing executive calendars, inboxes, schedules and administrative workflows

Highly proactive, detail-oriented and capable of working independently with minimal supervision

Proficiency in Google Workspace, Microsoft Office and relevant CRM or task management platforms

Strong problem-solving skills and experience improving administrative processes

Experience in financial services, cryptocurrency, technology or a fast-growing startup is highly regarded

Experience with client subscriptions, content scheduling or business operations is advantageous