Executive Operations Manager for a Luxury Fitness and Recovery Brand in Australia (Home Based Part Time)

• Manage and maintain a forward-thinking calendar, ensuring priorities are met by flagging missed items and re-timing schedules as needed.

• Take on simple tasks in a timely manner, including occasional personal needs (e.g., bookings or travel) and employee-related tasks that can be delegated or require input.

• Demonstrate proactive initiative by identifying tasks and completing them independently over time.

• Calendar Management: Complex multi-business calendar across time zones, anticipate conflicts, create time blocks, real-time adjustments, ensure P1 items never missed

• Email Processing: Triage inbox with executive judgment, draft responses, flag urgent items, manage follow-ups without prompting

• Document Management: Organise Dropbox systems, process various document types, maintain filing systems

• Financial Administration: Process invoices, create estimates/quotes, coordinate with the POC for bookkeeping

• Meeting Support: Observe and document legal meetings, coordinate with legal POC and other third parties

• AI Integration: Use Claude AI for task completion, develop prompt engineering skills, identify automation opportunities

• Business Administration: Support across Xero, MindBody, Microsoft 365, coordinate with vendors

• Proactive Problem-Solving: Identify delegatable tasks before being asked, learn patterns, suggest improvements

• Cross-Entity Coordination: Provide administrative and operational support across the client’s three businesses as required.

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