Executive Assistant / Business Operations Coordinator (AU Mortgage)

Position: EXECUTIVE ASSISTANT

Salary range: $2000-2500 AUD (The final amount will be at the client's discretion based on the candidate’s skills and experience)

Working Hours: Following AU business hours (Full-time)

Work set-up: 100% Remote work under Independent Contractor Agreement

Holidays: TBD

Target Start Date: ASAP

About the Company

This company is an Australian finance and mortgage brokerage firm based in Victoria. They position themselves as forward-thinking brokers focused on helping clients achieve long-term financial goals through personalized, adaptive, and interactive lending strategies. Leveraging a network of over 40 lenders, they guide clients through every stage of the mortgage and financing process.

Role Overview

As an exceptional Executive Assistant & Business Operations Coordinator, you will act as a core operational driver and strategic right-hand to the business founder. Rather than focusing on traditional administrative tasks, this high-impact offshore remote role is designed for a proactive operator who can translate high-level entrepreneurial ideas into structured action, optimize business workflows, and coordinate priorities across multiple ventures.

Responsibilities:

Executive & Founder Support

• Serve as the primary operational partner to the Founder, maintaining momentum across multiple business units.
• Synthesize high-level strategy and conversations into clear, actionable priority lists and executive summaries.
• End-to-end ownership of special projects from initial concept through to execution with minimal supervision.
• Proactively identify operational bottlenecks, driving process improvements and efficiency across the organization.

Mortgage & Credit Operations Support

• Document key client details and prepare comprehensive file summaries for the Para Broker team.
• Leverage basic credit knowledge to understand client lending scenarios, identify hurdles, and manage file handovers.
• Oversee lending workflow coordination, including document collection, Know Your Customer (KYC) requirements, and CRM updates.
• Ensure files move smoothly through the pipeline from initial inquiry through to settlement support.

Team & Business Operations

• Monitor internal team workflows, track key action items, and ensure project deadlines are met.
• Maintain team accountability and foster clear cross-departmental communication.
• Implement and refine operational systems to support scalable multi-business operations.

Content & Marketing Coordination

• Manage social media presence (e.g., Facebook) across both financial services and hospitality operations.
• Utilize modern AI tools (ChatGPT, Claude) to draft, refine, and repurpose strategic content based on founder prompts.
• Schedule, publish, and track marketing content to ensure brand consistency across digital platforms.

Requirements

QUALIFICATIONS (Must-Have):

• Experience: Minimum 3 years of experience as an Executive Assistant, Operations Coordinator, Chief of Staff, or similar senior support role supporting a fast-paced founder or executive.
• Domain Knowledge: Strong working knowledge of the Australian mortgage broking, lending, banking, or credit industry processes and terminology.
• Technical Skills: Proficiency in Microsoft Office, Google Workspace, CRM platforms, and generative AI productivity tools (ChatGPT, Claude).
• Communication: Exceptional written and verbal English communication skills, with proven ability to craft clear summaries and public-facing content.
• Independence: Strong problem-solving ability with a proven track record of managing competing priorities and working autonomously with incomplete information.

Preferred Skills (Nice to Have)

• Direct experience supporting multi-business operations or dual sectors (e.g., Finance and Hospitality).
• Hands-on expertise with Australian mortgage CRMs, loan processing, and credit administration workflows.
• Familiarity with design and social media management platforms such as Canva and Facebook Business Suite