Monitor, triage, and manage the Director’s inbox — prioritising urgent matters and drafting responses where appropriate
Manage calendar scheduling, including internal coordination and external client meetings
Coordinate meeting preparation, agendas, and follow-ups to ensure actions are completed
Own and maintain the job management system (ServiceTitan), including workflow tracking, job status visibility, and system hygiene
Build and maintain dashboards and reporting that give the Director clear operational insight without manual checking
Proactively identify gaps in processes, system usage, and reporting — and recommend improvements
Support rollout and day-to-day use of Slack across the business
Provide general administrative support across Microsoft 365
Assist with bookkeeping and administration in Xero, including monitoring debt collection activities as a key initial responsibility to ensure workload coverage alongside broader support tasks.

Minimum 3+ years’ experience in an Executive Assistant, Operations, or Senior Administrative role
Strong experience working with ServiceTitan (standout advantage — especially if used in Australian trades or field service environments)
Experience supporting bookkeeping tasks, including monitoring debt collection and follow-ups
Demonstrated experience owning reporting, dashboards, or operational visibility in a previous role — not just admin execution, but insight generation
Strong proficiency across Microsoft 365 (especially Outlook and Excel)
Experience with Slack or ability to adopt new tools quickly
Experience with Xero is a bonus, not required
Excellent written and verbal communication skills
Highly organised, detail-oriented, and calm under pressure
Self-starter who takes ownership, works proactively, and sees what’s needed without being told
Comfortable working in ambiguity and creating structure in fast-moving environments
Strong systems thinker who goes beyond task execution to improve processes

Executive Assistant

Key skills