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. 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