Executive & Personal Assistant

Holiday Rental Specialists Pty Ltd; Gold Coast City; On-site; AUD 70,000 - 110,000; Full time

Job summary

Holiday Rental Specialists Pty Ltd on the Gold Coast seeks an organised executive assistant with CEO-level experience to deliver executive, personal and administrative support. The role blends structure, project coordination and discretion across busy schedules.

You will leverage AI and automation to streamline processes, manage calendars, travel, finances and compliance deadlines, and help grow the CEO’s professional profile through LinkedIn content and engagements.

Qualifications

• Proven experience supporting a CEO, business owner or senior executive in a fast-paced environment.
• Hands-on daily use of AI tools, particularly Claude, with practical examples of assistants or automated workflows.

Responsibilities

• Executive & personal support: manage calendars, communications and competing priorities.
• Business administration & compliance coordination: track contracts, licences and deadlines, coordinate with accountants.

Skills

Executive support

Personal support

Administrative tasks

AI & automation

Travel coordination

Financial administration

Discretion

Stakeholder management

Tools

Claude AI

Job description

Full-time or Part-time | Flexible Working Arrangements | School Hours Flexibility Available

The Opportunity

This is a unique opportunity to work directly with a female CEO, providing high-level executive, personal and administrative support across a varied range of professional and personal commitments.

As the CEO’s right hand, you’ll bring structure, organisation and forward thinking to everything from managing competing priorities, travel and financial administration to coordinating compliance deadlines, household arrangements and professional opportunities.

What makes this role different is its strong focus on AI and automation. You’ll work alongside the CEO to build and refine AI assistants and automated workflows using Claude, finding smarter ways to manage administration, streamline processes and improve productivity. You’ll also help grow the CEO’s professional profile by coordinating speaking engagements, LinkedIn content and other professional opportunities.

This is a hands‑on, trusted role for someone who combines exceptional organisational skills with a genuine interest in technology, AI and continuous improvement. You’ll be comfortable working independently, exercising sound judgement and managing sensitive personal and professional matters with discretion.

• Executive & Personal Support: Manage calendars, appointments, communications and competing priorities, ensuring commitments are organised and nothing falls through the cracks.
• Business Administration & Compliance Coordination: Maintain organised documentation, track relevant contracts, insurance, licences and compliance deadlines, and coordinate information with accountants and professional advisers as authorised.
• Financial Administration: Coordinate routine bills, receipts, expenses, subscriptions and renewals, maintaining accurate records and supporting tax time preparation.
• Travel & Loyalty Programs: Coordinate business and personal travel, manage itineraries and changes, and identify opportunities to maximise frequent flyer, hotel and credit card loyalty benefits.
• AI & Automation: Work directly with the CEO to build, test and improve AI assistants and automated workflows in Claude, identifying opportunities to reduce manual administration and improve efficiency.
• Professional Profile & Speaking: Research speaking opportunities, coordinate conference and podcast enquiries, manage event arrangements and support LinkedIn content and professional profile development.
• Household & Supplier Coordination: Arrange appointments, trades, contractors and household services, managing quotes, scheduling, communications and follow‑up.
• Stakeholder & Relationship Management: Act as a trusted point of contact for internal and external stakeholders, communicating professionally and handling sensitive information with discretion.
• Continuous Improvement: Develop practical systems, templates and processes that improve organisation, visibility and follow‑through across the CEO’s professional and personal commitments.
• Proactive leadership: Able to stay one step ahead, confidently guide the CEO on priorities, hold them accountable to commitments and drive actions forward.

What We’re Looking For:

• A current driver’s license is a must.
• Must reside on the Gold Coast and be available for agreed in‑person working days.
• Proven experience supporting a CEO, business owner or senior executive in a fast‑paced environment.
• Demonstrated, hands‑on daily use of AI tools, particularly Claude, with practical examples of assistants, prompts or automated workflows you have personally developed and used.
• Exceptional organisational skills, with the ability to manage competing priorities and deadlines independently.
• Strong written communication skills and the confidence to prepare professional correspondence, briefs, summaries and stakeholder communications.
• Experience coordinating travel, appointments, financial administration and business‑related tasks.
• Sound judgement, initiative and the ability to anticipate needs, solve problems and recognise when to escalate.
• High levels of integrity and discretion when managing confidential personal, financial and professional information.

Highly Regarded:

• Experience coordinating personal or household administration alongside executive support.
• Knowledge of frequent flyer programs, hotel memberships and credit card loyalty benefits.
• Experience with automation tools, integrations and workflow development.
• Exposure to speaking engagements, event coordination, LinkedIn management or professional profile development.

Why This Role?

• Flexible working arrangements: Full‑time or part‑time opportunities, with flexible hours and consideration for school‑hours arrangements.
• Work directly with the CEO: Become a trusted support partner, helping manage priorities and create more time for what matters.
• Put AI into action: Build practical AI assistants and smarter workflows that make a tangible difference to how work gets done.
• Enjoy variety and ownership: No two days will look the same, with a broad scope and the autonomy to take initiative.
• Make a meaningful impact: Improve organisation, streamline administration and help the CEO focus on higher‑value priorities.
• Build something better: Shape systems, improve processes and introduce smarter, more efficient ways of working.

Ready to Make an Impact?

If you’re highly organised, naturally proactive and excited by the opportunity to combine executive support with AI, automation and continuous improvement, we’d love to hear from you.