Executive Assistant

About the Role:

We are seeking a highly organised and proactive Executive Assistant to provide administrative and coordination support to an executive, with a strong focus on email and calendar management, meeting coordination, management reporting, and follow-up activities.

Key Responsibilities:

Email Management and Calendar Coordination

• Manage and organise the executive’s Outlook inbox using an established folder and categorisation system.
• Respond to routine enquiries and correspondence where appropriate.
• Identify and action emails requiring follow-up.
• Manage and maintain the executive’s calendar and schedule.
• Schedule appointments, meetings, calls, and discussions.
• Coordinate one-on-one meetings with the property management team.

Meeting Coordination & Follow-Up

• Attend meetings to understand context, priorities, and decisions.
• Take clear and accurate meeting notes.
• Review meeting recordings, transcripts, and notes where required.
• Convert agreed actions and commitments into actionable tasks.
• Schedule follow-up meetings and block time in the executive’s calendar.

Property Management Support

• Attend property management one-on-one meetings on behalf of or alongside the executive as required.
• Understand discussions and key priorities raised during meetings.
• Record relevant notes, decisions, and action items.
• Coordinate follow-up activities and ensure commitments are tracked through to completion.

Technical Requirements:

• Equipment is self-provided

Computer:

• RAM: 8GB
• HDDISDD: 512 GB
• PU/Processor: Intel Core i5 or AMD Ryzen 5 (12th generation or newest)
• Operating System: Windows 11 Home or Pro
• Power Backup: Power station, Powerbank, UPS, and etc.
• Extra Display: Secondary/External Monitor
• Audio & Video: Noise-Cancelling Headset + Web Cam
• Internet Speed: 40-50 Mbps minimum bandwidth speed for both Download and Uploads.

Contractor Perks & Rewards:

• 20 Paid Time Off
• Referral Bonus - 70 AUD per successful referral to the Wingman platform (paid at 1st month mark with a client contract)
• Annual Trip - connect with the broader Wingman community in person
• Dedicated Support Contact (CSM) - someone to help you succeed and stay connected
• Access to a Network = collaborate with follow contractors and onshore specialists
• Opportunities to Upskill - optional sessions, peer learning, and developmental pathways
• More Work, More Opportunity - potential for additional contracts, Statements of Work, or expanded workloads
• High-Impact Projects - work alongside top-tier Australian partners on meaningful assignments
• Flexibility First - deliver your work in your way, with full autonomy on how you achieve outcomes
• Advisory Support - HR, Tax, and setup guidance available to make contracting seamless
• 100% Work-From-Home Contracts - all engagements designed for remote delivery

Pre-engagement requirements for Independent Contractors:

• BiR as you are a contractor (Required to submit any contributions required by the government.)
• NBI or Police Clearance
• Any Government-issued 10

Note: If you think you have the skills and experience we are looking for but are short on technical requirements, don’t hesitate to reach out to us to discuss the matter.