Executive Assistant

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

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

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