Job Description
Job Title: Executive Assistant
Location: Remote
Role Type: Full-Time
Working Hours: Must align to Australia (9:00am-5:00pm, Mon-Fri)
Who Are We
At Reef, we connect elite talent with high-growth companies building world-class teams.
We work exclusively with the top 3% of candidates and match them with established companies across Australia, New Zealand, the US, and UK that are serious about investing in their people and operational infrastructure.
We support your integration into these companies by providing additional training, admin/HR support, and access to our growing community of high-performing professionals.
About The Role
We're seeking a highly organised, proactive Executive Assistant to support senior leadership within a fast-paced, high-growth business.
This is not a traditional admin role - you will act as a key support function to leadership, helping manage priorities, streamline operations, and ensure day-to-day activities run efficiently. You will be responsible for managing calendars, coordinating meetings, handling communications, and supporting project execution, while also identifying opportunities to improve processes and reduce inefficiencies.
This role requires someone who can operate with a high level of ownership, anticipate needs before they arise, and maintain strong attention to detail across multiple moving priorities. You'll work closely with leadership and cross-functional teams, ensuring alignment, organisation, and smooth execution across the business.
This role is ideal for someone who thrives in fast-paced environments, enjoys bringing structure to complexity, and takes full responsibility for outcomes.
Key Responsibilities:
Manage and optimise executive calendars, scheduling meetings across multiple time zones
Coordinate internal and external meetings, including agendas, notes, and follow-ups
Act as a point of contact between leadership and internal/external stakeholders
Manage inboxes, prioritise communication, and ensure timely responses
Support day-to-day operations, ensuring tasks and priorities are executed efficiently
Assist with project coordination, tracking deadlines, deliverables, and progress
Prepare reports, presentations, and documentation as required
Identify inefficiencies and implement improved systems or processes
Handle confidential information with discretion and professionalism
Support ad hoc administrative, operational, and coordination tasks as needed
Ensure alignment across teams by following up on action items and commitments
Requirements
Excellent spoken and written English
2-4+ years of experience as an Executive Assistant or in a similar role
Strong organisational and time management skills with ability to manage multiple priorities
Experience supporting senior leadership or founders
High attention to detail and ability to maintain accuracy under pressure
Strong communication skills with ability to interact across different stakeholders
Proactive mindset with ability to anticipate needs and take initiative
Experience with calendar management, scheduling tools, and communication platforms
Comfortable working in fast-paced, dynamic environments
Ability to work independently with minimal supervision
Fast and reliable internet connection; your own laptop or desktop suitable for the role; a quiet working environment
Desirable
Experience working in remote or international teams
Familiarity with tools such as Google Workspace, Slack, Notion, ClickUp, or similar
Experience supporting multiple stakeholders or departments
Benefits
Competitive salary based on experience
Performance-based bonus tied to outcomes
Direct employment with established, high-growth companies
Opportunity to work closely with senior leadership
Exposure to business operations and strategic decision-making
Clear progression opportunities into operations or leadership support roles
Flexible remote working environment
