Role Overview: We are seeking a proactive, “second-brain” Executive Assistant to support an Operating Architect for accounting and advisory firms. ‘
This role is focused on business operations, CRM management, and content distribution, allowing the founder to focus on high-level consulting and scaling.
Key Responsibilities:
- CRM & Automation (GoHighLevel)
- Triage & Management: Manage and clean up the GoHighLevel CRM; monitor and triage incoming LinkedIn DMs.
- Workflows: Set up and maintain automations for meeting reminders, follow-ups, and calendar scheduling.
- Database Hygiene: Ensure all leads are tagged, flagged, and organized appropriately.
- Inbox & Calendar Management
- Zero Inbox Goal: Filter and organize emails to ensure the founder only sees high-priority actions.
- Scheduling: Manage meetings across multiple time zones, handle reschedules, and send proactive reminders.
- Proactive Flagging: Identify and flag interesting opportunities or important communications within the inbox.
- Content Marketing & AI Workflow
- AI Execution: Access the founder’s ChatGPT environment to run existing prompts for content generation.
- Project Management: Move generated text/graphics to Trello for review.
- Graphics & Posting: Use Canva templates to prepare graphics; schedule/upload three posts per week across LinkedIn and Instagram.
- Document & File Management
- Google Workspace: Perform weekly clean-ups of Google Drive/Workspace to ensure files are filed correctly and the dashboard remains clutter-free.
Required Skills & Tech Stack:
- CRM: Deep proficiency in GoHighLevel (GHL).
- AI Tools: Comfortable using ChatGPT, Gemini, or similar LLMs for content execution.
- Project Management: Experience with Trello and Google Workspace.
- Design: Basic proficiency in Canva for template-based graphic creation.
- Communication: WhatsApp (for daily sync) and Email.
Ideal Candidate Profile:
- Proactive Mindset: You don’t just take tasks; you look for ways to make the business run faster and smarter.
- Detail-Oriented: You have a passion for “Zero Inbox” and organized file structures.
- Tech-Savvy: You enjoy using automations and AI to reduce manual workload.
- Communication: Comfortable with a “start how you finish” ethos, working closely with the founder initially to build a seamless rapport.
Schedule: Flexible, but must be available for meetings during 9:00 AM – 4:00 PM (AEST/Queensland time).
Position Details:
- Hours: 10–15 hours per week (to start).