Executive Partner To The Founder — Ai & Productivity

Viewjobs; Melbourne; On-site; AUD 150,000 - 230,000; Full time

Job summary

ViewJobs in Melbourne is seeking an Executive Partner to the Founder to enhance the effectiveness of our Founder and Managing Director. You will manage the inbox, diary, travel, and follow-ups while leading AI and productivity improvements to transform how Lewis works and ensure priorities are met.

You will identify friction points, convert voice notes and emails into actionable tasks, and draft replies in Lewis’s voice.

Qualifications

• Resourceful and organised
• Commercially aware and able to navigate a busy leadership environment
• Experience in executive support, project coordination, or operations preferred

Responsibilities

• Improve Lewis's workflow by identifying friction points and simplifying processes.
• Convert voice notes, emails, and conversations into actionable priorities and tasks.
• Manage inbox and correspondence, drafting replies in Lewis’s voice.
• Coordinate meetings, travel, and logistics, protecting time for critical tasks.
• Prepare concise briefs, agendas and presentations for meetings and decisions.
• Capture meeting decisions, track commitments, and coordinate projects to completion.
• Ensure routine administration runs smoothly, managing expenses and documents with discretion.
• Verify and refine AI-generated outputs for accuracy and relevance.

Skills

AI workflow

Written communication

Inbox management

Executive coordination

Discretion

Productivity tools

Job description

Join us as an Executive Partner to the Founder at ViewJobs, where your role will be pivotal in enhancing the effectiveness of our Founder and Managing Director, Lewis Romano. This position is not just about providing executive support; it's about turning ideas into action and creating more time for what truly matters.

In this role, you will manage Lewis’s inbox, diary, travel arrangements, and follow-ups, while also spearheading AI and productivity improvements. Your ability to streamline processes and implement practical AI workflows will be essential in transforming how Lewis works and ensuring his priorities are met.

Key Responsibilities

• Improve Lewis's workflow by identifying friction points and simplifying processes.
• Convert voice notes, emails, and conversations into actionable priorities and completed tasks.
• Manage inbox and correspondence, prioritising requests and drafting replies in Lewis’s voice.
• Coordinate meetings, travel, and logistics, ensuring time is protected for critical tasks.
• Prepare concise briefs, agendas, and presentations for meetings and decisions.
• Capture meeting decisions, track commitments, and coordinate projects to completion.
• Ensure everyday administration runs smoothly, managing expenses and documents with discretion.
• Verify and refine AI-generated outputs for accuracy and relevance.

About You

You are resourceful, organised, and commercially aware. You thrive in a dynamic environment, adept at navigating between preparing decision briefs, enhancing AI workflows, and managing competing priorities. Your experience may span executive support, project coordination, or operations, but what matters most is your proven ability to make a busy leader more effective.

You bring

• Strong practical AI skills and a curiosity for innovative work processes.
• Excellent written communication and adaptability to another person’s voice.
• Confidence in managing a busy inbox and diary.
• Ownership and follow-through with a focus on anticipating needs.
• Discretion and sound judgement with confidential information.
• Proficiency in documents, presentations, spreadsheets, and task management.

Why Join ViewJobs?

At ViewJobs, you will work directly with Lewis in our Southbank office, gaining invaluable insights into building a growing business. You’ll have the opportunity to take on meaningful responsibilities, apply AI to real challenges, and see your contributions translate into improved efficiencies and effective workflows. As we expand, you’ll also have the chance to develop your skills and grow alongside the business.

Shortlisted candidates will be invited to a practical exercise, where AI use is encouraged.