Executive Assistant – Marketing Coordinator

Role Overview

• Provide day-to-day executive support to the CEO
• Support inbox, calendar, meeting scheduling, and reminders in coordination with the AI setup
• Draft and organize emails, communications, and documentation
• Track follow-ups and action items from meetings and events to completion
• Proactively communicate progress, roadblocks, and priority changes without waiting to be asked
• Design professional, brand-consistent marketing assets in Canva to a publishable standard: social graphics, event promotions, flyers, presentations, and digital collateral
• Own the social media content calendar across all platforms: plan it, build a repeatable system for capturing input from the team, and keep it running without needing to be chased
• Develop and execute marketing campaigns for programs, events, and intakes, from concept through to scheduled posts to reporting on metrics
• Write clear, engaging marketing copy that matches the organization's voice across Facebook, LinkedIn, Instagram, and newsletters
• Track, measure, and report on content performance and campaign outcomes, and use the results to improve the next cycle
• Assist with website updates and content coordination in Wix
• Support project tracking and operational workflows
• Maintain organized documentation, folders, and digital systems
• Assist with internal coordination across multiple programs and initiatives
• Help ensure operational tasks are completed on schedule
• Manage competing priorities while maintaining clear communication with stakeholders
• Maintain and organise project management systems (Asana)
• Set up, run, and improve AI-assisted workflows for drafting, summarizing, research, scheduling, and reporting
• Identify where AI can remove repetitive work and propose practical improvements to how the organization uses it
• Help maintain CRM, data records, and operational databases
• Support process improvement and documentation of workflows
• Identify opportunities to improve efficiency and streamline administrative processes
• Communicate professionally and warmly with clients, partners, government stakeholders, parents, community members, and vendors
• Manage enquiries by email promptly, never letting messages go cold or sit in drafts
• Coordinate meetings and introductions on the CEO's behalf and represent the organization well in writing
• Maintain proactive communication with leadership regarding priorities, deadlines, and project status

Requirements

• Proven experience as an Executive Assistant, Operations Assistant, Administrative Coordinator, or similar role
• Demonstrated, portfolio-backed marketing and design experience
• Proven ability to build and maintain a social media content calendar and a system for sourcing content
• Genuine fluency with AI productivity tools and a willingness to operate and improve AI workflows
• Confident, independent user of Wix for website updates
• Strong attention to detail and the discipline to quality-check work (including AI output) before it goes out
• Excellent written and spoken English communication skills
• Demonstrated experience working independently in a fast-paced environment
• Strong accountability, responsiveness, and follow-through on commitments
• Ability to proactively identify priorities and anticipate needs
• Comfortable working in a fully remote environment

Required Tool Experience:

• Canva (to a professional, publishable design standard)
• Social media scheduling and content management platforms
• AI productivity tools (e.g. ChatGPT, Claude, or similar assistants and automations)
• Google Workspace (Docs, Sheets, Drive, Gmail, Calendar, Chat)
• Asana or similar project management tools
• Wix website platform

Nice To Have:

• Experience building or automating AI-assisted workflows (not just using chatbots)
• Experience working with Australian organizations or international teams
• Experience supporting education programs, training organizations, or community initiatives
• Experience with email marketing platforms (e.g. Mailchimp) and newsletters
• A portfolio or examples of previous marketing, design, presentation, or content work

Benefits

• Work Arrangement & Expectations:

This is a remote role that will be set up as an independent contractor engagement.

To ensure alignment and transparency, successful candidates will be expected to:

• Disclose any existing ongoing roles or client work
• Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”)
• Have reliable internet access, technology and backup options