Executive Assistant

Location: Canberra or remote (Eastern Australia only)

Hours: 4 – 5 days/week (negotiable)

Position is closed

Are you looking for a rewarding career opportunity working within a dynamic startup company dedicated to developing innovative technologies for nature conservation?

We are seeking a passionate, experienced, and highly organised Executive Assistant with a strong background in Business Administration to support our Executive team. In this dynamic position, you will play an essential role in ensuring the smooth operation of our growing, positive-impact business. As a valued member of our team, you’ll have flexible working conditions 4-5 days/week (negotiable) and you can either be Canberra based or remote (within eastern Australia time zones).

Role Responsibilities

Document Development & Management:

Develop, organise, and maintain policy documents, including occupational health and safety, travel, and business sustainability.
Liaise with executive staff and lawyers to facilitate the development of legal agreements.

Communication:

Manage internal and external communications for executive staff.
Draft, proofread, and edit correspondence, articles, reports, and presentations.
Coordinate shareholder documentation, including share certificates and investor reports.

Calendar, Event, and Travel Management:

Schedule and coordinate logistics for meetings and events.
Take accurate meeting minutes, distribute action items, and follow up on deadlines.
Coordinate travel details, including flights, accommodation, transportation, and visas.

Financial Support:

Assist with budget tracking, expense reporting, and invoice processing using Xero.
Collaborate with the accountant/bookkeeper for accurate record-keeping and timely payments.

Office Management:

Organise and manage business documentation.
Review and manage business-wide subscriptions and policy renewals.
Assist with keeping the CRM database up-to-date.

Business Strategy and Expansion Support:

Provide support on special projects and innovative business initiatives.
Identify funding opportunities and business innovation awards.
Assist with business expansion and recruitment efforts.

Requirements

5+ years’ experience as an Executive Assistant or similar role, supporting C-suite executives. Experience within a startup would be highly regarded.
Exceptional organisational and time management skills.
Strong verbal and written communication skills, with attention to detail and accuracy.
Excellent interpersonal skills and problem-solving abilities.
High level of integrity and ability to handle confidential information with discretion.
Ability to work independently, show initiative, anticipate needs proactively and share new ideas.
Ability to build and maintain positive relationships with clients, partners and team members.
Flexibility to adapt to changing priorities in a fast-paced environment.
Proficient in Google Workspace (Drive, Docs, Sheets) or MS Office Suite (Word, Excel).
Proficient in the use of accounting software such as Xero.

Desirable skills

Bachelor’s degree in Business Administration, Management, or a related field.
Experience with Canva and CRM (HubSpot or similar) software.

Diversity

At Wildlife Drones, we value diversity and each team member’s uniqueness. Together, our individual experiences, skills and knowledge are a powerful combination keeping us on the cutting edge of innovation. Every day we listen, share and support each other. We believe in a workplace that enables you to feel comfortable to just be yourself and provides an environment where you can thrive, while also contributing to improving nature conservation on a daily basis.

How to apply

To apply, please send us the following information and fill out the form below, ensuring that your application includes all of the information outlined below:

CV / Resume (max. 2 pages)
Cover Letter (max. 2 pages) addressing the position requirements and describing why you would be a great fit for our team