Executive Assistant

About Teams Squared:

We are a team augmentation company dedicated to connecting exceptional remote talent with global organizations.

Job Description:

We are seeking a highly organized and proactive Executive Assistant to provide high-level administrative and operational support to senior leadership. The successful candidate will be responsible for managing schedules, coordinating meetings, handling communications, preparing documents, and ensuring day-to-day priorities are executed efficiently.

The ideal candidate is resourceful, highly detail-oriented, and comfortable working independently in a fast-paced environment. This role requires excellent communication skills, discretion, strong judgment, and the ability to anticipate needs and manage multiple competing priorities.

Responsibilities:

• Manage complex calendars, appointments, meetings, and scheduling for senior executives.

• Coordinate internal and external meetings across multiple time zones.

• Manage and prioritize emails, correspondence, and incoming requests.

• Prepare agendas, meeting notes, presentations, reports, and other business documents.

• Track action items and follow up with relevant stakeholders to ensure deadlines are met.

• Coordinate travel arrangements, itineraries, accommodation, and related logistics when required.

• Organize and maintain digital files, records, and confidential documentation.

• Liaise professionally with clients, employees, vendors, and external stakeholders on behalf of executives.

• Assist with expense tracking, invoices, reimbursements, and other administrative processes.

• Support project coordination and monitor key deliverables and deadlines.

• Conduct online research and compile information for executive review.

• Assist with CRM, data entry, reporting, and general business administration where required.

• Identify administrative inefficiencies and help improve internal processes and workflows.

• Handle sensitive and confidential information with discretion.

• Provide ad hoc administrative and operational support to senior leadership as required.

Qualifications:

• 3 years of experience as an Executive Assistant, Personal Assistant, Senior Administrative Assistant, or similar role.

• Demonstrated experience directly supporting senior executives, founders, or business owners.

• Excellent spoken and written English communication skills.

• Strong calendar, inbox, meeting, and time management capabilities.

• Excellent organizational skills with exceptional attention to detail.

• Ability to prioritize competing requests and work effectively in a fast-paced environment.

• Strong judgment, initiative, and ability to anticipate executive needs.

• High level of professionalism, confidentiality, and discretion.

• Proficiency with Google Workspace and/or Microsoft 365, including calendars, email, documents, spreadsheets, and presentations.

• Experience with project management, CRM, communication, or productivity platforms is advantageous.

• Comfortable coordinating meetings and stakeholders across different time zones.

• Strong problem-solving skills and ability to work independently with minimal supervision.

• Previous experience supporting remote or international teams is highly regarded.

• Ability to work Australian hours.

Benefits:

• Competitive compensation package in foreign currency

• Fully remote work

• Regular initiatives for training and professional development.

Note: Only candidates who make it to our shortlist will be contacted for further discussions.

Teams Squared is a proud equal opportunity employer. We value diversity and are consistently committed to creating an inclusive environment for all team members.