Executive Assistant for an Energy Consulting and System Design Firm in Australia (Home Based Part Time)

Client Information

The client is an Australian energy consulting and system design firm specialising in off-grid, hybrid, and resilient energy solutions. It provides end-to-end services covering solar and battery systems, mobile power generation, hydrogen and renewable energy storage, and sustainability planning. The firm works with businesses, government agencies, and communities to deliver reliable, sustainable, and innovative energy solutions, with a strong focus on energy independence, disaster resilience, and long-term system performance.

Job Description

• Proactively manage the CEO's calendar, appointments, meetings and daily priorities.

• Conduct daily morning planning sessions with the CEO to organise tasks and establish priorities.

• Screen and manage incoming calls through the company's existing 1300 phone system.

• Answer general business enquiries, direct calls to the appropriate team members and coordinate callbacks.

• Manage and organise the CEO's Gmail inbox, prioritising important correspondence and following up on outstanding emails.

• Schedule meetings, coordinate appointments and ensure the CEO is prepared for upcoming commitments.

• Manage and track tasks, deadlines and outstanding actions using ClickUp.

• Follow up with the CEO and other team members to ensure important tasks are completed on time.

• Monitor critical business deadlines, including grant applications and other time-sensitive requirements.

• Help minimise interruptions and ensure the CEO can focus on important technical and business responsibilities.

• Maintain clear communication with the CEO and wider team regarding priorities, appointments and outstanding matters.

• Take ownership of executive administration and proactively identify tasks requiring attention.

Must Haves

• Previous experience as an Executive Assistant supporting a CEO, Director or senior executive is essential.
• Proven experience independently managing executive calendars, appointments and competing priorities.
• Previous experience supporting Australian businesses
• Excellent written and verbal English communication skills.
Confident and professional telephone manner, including screening calls and handling business enquiries.
• Strong organisational skills, attention to detail and ability to manage multiple deadlines.
• Proactive approach with the confidence to take ownership of tasks and follow up without constant direction.
• Ability to anticipate the CEO's needs, prioritise urgent matters and manage interruptions effectively.
• Experience using Google Workspace and task management systems.
• Reliable, accountable and comfortable working closely with senior management.
• Knowledge with the following Systems & Software: (Google Workspace, Gmail, Google Calendar, Google Chat, Google Drive, ClickUp or something similar, 1300 phone system)

Home Office Requirements

Please only apply for this role if you have the following home office requirements:

· Perfectly working headset and webcam
· Stable internet connection of at least 25 Mbps ~ 50 Mbps
· Up to date computer system with a minimum of Windows 10 or later and macOS Monterey (12.0) or later
· Quiet room with no distractions or background noises
· A backup plan if the power goes out or if your internet connection becomes unstable during your shift

Only applicants meeting the strict criteria above will be contacted.