Executive Assistant (Defence, Aerospace and Intelligence)
Wingman Recruitment
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Benefits offered by this job
Job summary
Wingman Recruitment is seeking an exceptional Executive Assistant to the Founder to act as the trusted operating partner in a Defence, Intelligence, and Advisory firm. The role balances executive support with strategic operations, coordinating across Australian and U.S.
time zones and coordinating complex stakeholder interactions. The successful candidate will manage the Founder's calendar, prepare briefing materials, and streamline workflows while maintaining professionalism and discretion in
Qualifications
- Significant experience in executive support roles or similar senior support positions.
- Exceptional written and spoken English tailored to Australian business communication.
- Experience supporting founders or senior executives and engaging with external stakeholders.
Responsibilities
- Manage a complex executive diary across Australian and U.S. time zones.
- Coordinate meetings, travel, itineraries, and executive logistics.
- Prioritise commitments and protect the Founder's time.
- Prepare agendas, briefing docs, and executive summaries.
- Track commitments and ensure actions are completed.
Skills
Education
Tools
Job description
Australian Business Hours (with occasional U.S. meeting support)
Industry: Defence, Intelligence & Executive Advisory
About Wingman Recruitment
Wingman Recruitment partners with growing Australian businesses by providing experienced Remote Professionals who become a seamless extension of their leadership teams.
At Wingman, you're not just another remote worker—you become part of a long-term team with structured onboarding, ongoing support, and genuine career growth opportunities.
We're looking for an exceptional Executive Assistant to the Founder to become the trusted operating partner to the Founder of a specialist Defence, Intelligence, and Advisory firm. The role is positioned as an Executive Assistant to the Founder & Executive Operations Coordinator.
This is not a traditional administrative role.
You'll become the operating layer around the Founder, ensuring priorities are executed, relationships are managed professionally, and nothing falls through the cracks. Around 98% of your interactions will be with external stakeholders, including government agencies, defence prime contractors, clients, advisers, industry partners, suppliers, candidates, and U.S. business contacts.
We're looking for someone who takes ownership, exercises sound judgement, and can confidently represent the Founder and the business with professionalism and discretion.
If you're proactive, highly organised, and enjoy creating order from complexity, we'd love to hear from you.
- Manage a complex executive diary across Australian and U.S. time zones
- Coordinate meetings, travel, itineraries, and executive logistics
- Prioritise competing commitments and protect the Founder's time
- Prepare agendas, briefing documents, and executive summaries
- Track commitments and ensure actions are completed without follow-up
- Manage and triage executive inboxes and communications
- Draft professional emails, correspondence, meeting follow-ups, and stakeholder communications on behalf of the Founder
- Respond to routine matters and elevate issues when appropriate
- Maintain clear visibility of priorities, deadlines, and outstanding actions
- Coordinate with senior external stakeholders, including government agencies, Defence organisations, clients, advisers, suppliers, and business partners
- Build trusted relationships while representing the Founder professionally
- Coordinate introductions, meetings, and ongoing communications
- Maintain context around stakeholder relationships and commitments
- Improve workflows, templates, registers, and operational processes
- Assist with SharePoint and Microsoft 365 organisation
- Support policy and procedure documentation
- Coordinate U.S. business activities, travel, and meeting logistics
- Prepare executive presentations, reports, and briefing packs
- Significant experience as an Executive Assistant, Executive Coordinator, Executive Operations Coordinator, or similar senior support role
- Exceptional written and spoken English with strong Australian business communication skills
- Experience supporting senior executives, founders, or business leaders
- Confidence working with senior external stakeholders
- Excellent diary, travel, and meeting management skills
- Strong judgement, discretion, and professionalism
- Outstanding organisational and time management skills
- Ability to work independently in a high-trust environment
- Strong Microsoft 365 skills, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint
- Comfortable using AI productivity tools such as ChatGPT, Claude, Copilot, or similar
- Experience supporting founders, CEOs, or executive leadership teams
- Experience within professional services, Defence, Government, consulting, or recruitment environments
- Exposure to executive operations or Chief of Staff support
- Experience improving business processes and workflows
- Experience coordinating international stakeholders and travel
- Highly proactive and solutions-focused
- Calm under pressure and adaptable to changing priorities
- Confident communicating with senior executives and external stakeholders
- Naturally organised with exceptional attention to detail
- Comfortable making decisions and exercising sound judgement
- Professional, discreet, and trustworthy
- Resourceful and able to solve problems independently
- Someone who takes ownership and follows tasks through to completion
Within your first 90 days, you'll:
- Become the trusted operating partner to the Founder
- Confidently manage executive communications and scheduling
- Build strong relationships with key external stakeholders
- Anticipate priorities before they become urgent
- Improve executive workflows and operational efficiency
- Allow the Founder to focus on high-value strategic work while you manage execution and follow-through
Success in this role isn't measured by how many tasks you complete—it's measured by your ability to create executive leverage, manage relationships professionally, solve problems independently, and ensure nothing gets dropped. The role is about giving the Founder back his time through exceptional execution.
- 100% Remote Work
- Australian Business Hours
- Structured Training & Onboarding
- Supportive and Collaborative Team Environment
- Work Directly with a Founder
- Exposure to Defence, Intelligence, and Executive Advisory
- Opportunity to Build Executive Operations Experience
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