Senior Executive Assistant (Operations, Investment)

We’re helping a high-performing CEO in the tech, investment, and AI sector find an experienced Executive Assistant to bring structure, clarity, and efficiency across business, investment, and personal operations.

You’ll manage communication, tools, scheduling, and documentation while supporting investment structures and fund flows.

Over time, you’ll also assist with strategic AI projects and personal portfolio management.

This role is ideal for a highly experienced, self-sufficient professional who anticipates needs, takes initiative, and executes with precision — someone equally comfortable managing confidential investments, coordinating complex projects, and supporting personal matters.

Part-Time : 10–15 hours / week (2–3 hours / day, mornings – Perth time; will grow over time) Schedule : Morning hours, Perth time (with flexibility) Location : Fully Remote (PH-based candidates preferred) Engagement : Independent Contractor Start Date : ASAP Monthly Starting Rate : $400-720 (based on a 10-hour workweek, depending on experience) Key Responsibilities Phase 1 – Core Operations Manage emails, LinkedIn communication, SharePoint, and calendar scheduling.

Act as an appointment setter — schedule, confirm, and follow up on meetings.

Prepare and summarize meeting notes and action items.

Organize leads and contacts in GoHighLevel (and later, HubSpot).

Structure documents and workflows using Microsoft tools and Notion.

Document SOPs via Loom videos.

Support payment and expense systems such as Continia and Pleo (invoices, reimbursements, payments).

Send weekly reports via email and log progress updates in Notion.

Assist with LinkedIn activity — scheduling posts, monitoring engagement, and following up with new connections.

Phase 2 – Expansion & Development Structure and prepare input to feed into the CEO’s AI knowledge base or clone (summaries, FAQs, process documentation).

Conduct research and prepare concise reports or proposals.

Coordinate calls, meetings, and events across multiple time zones.

Investments – Structure & Funding Flows Document and monitor funding flows — contributions, allocations, returns, and distributions.

Set up protocols for investors, legal documentation, and compliance.

Support fund and real estate structure design , management, optimization, and performance tracking.

Prepare due diligence documentation , assist with investor reporting, and coordinate communication.

Identify and suggest improvements for structure, governance, and automation.

Private Investments & Personal Support Track and manage private investments (real estate, equities, funds, crypto).

Organize documentation, payments, and reporting for personal projects.

Coordinate meetings with advisors, lawyers, banks, and accountants .

Handle personal administration, travel arrangements, and confidential tasks with discretion.

Contract & Event Coordination Track and manage contracts, NDAs, and vendor agreements .

Plan and organize investor meetings, webinars, and private events.

Maintain up-to-date documentation across SharePoint, OneDrive, and Notion.

Requirements 10–15 years of experience as an Executive Assistant , Operations Manager , or in a senior coordination role.

Background in finance, real estate, REITs, or fund administration .

Understanding of funding flows, capital structures, governance, and compliance .

Proficiency with GoHighLevel, HubSpot, Microsoft 365, Notion, and Loom .

Experience with payment systems (Continia, Pleo, or similar).

Technically quick learner, able to coordinate with experts in CRM, AI, or automation.

Familiarity with password managers (NordPass, 1Password, etc.).

Excellent organizational, written, and verbal English communication skills.

High attention to detail, reliability, and professionalism in handling sensitive information.

Interest in AI tools, automation, and digital process improvement .

What You’ll Gain Direct collaboration with a fast-moving CEO who values excellence and autonomy.

Exposure to investment fund structuring and private asset management .

Opportunity to contribute to AI-driven projects and digital process innovation .

Freedom to take ownership and operate independently without micromanagement.

Recruitment Process Initial Interview Client Interview Task Assessment / Simulation Offer & Onboarding Powered by JazzHR