Executive Assistant

Why This Role Exists

Spot On Warehouse Solutions is in full-blown growth mode — scaling nationally, rolling out major systems, acquiring businesses, building new divisions, and leading from the front.

The MD is at the heart of it all — driving strategy, leading commercial negotiations, building partnerships, managing people, solving problems… and still chasing his calendar, approving invoices, and juggling personal admin.

That's no longer sustainable.

This role exists to take the noise, the friction, and the daily chaos off his plate — and replace it with clarity, control, and commercial focus.

You'll protect his time, prep key conversations, track outcomes, build internal rhythm, and make sure nothing slips — in the business or in life.

This is not a support role.

This is a performance partner. A personal gatekeeper. A strategic enabler.

You'll be the reason the MD can lead faster, think clearer, and drive harder — without burning out or losing sight of what matters most.

If you love pace, thrive in ambiguity, and want a front-row seat to real leadership and business building — this is it.

This is our first-ever EA/PA hire. We've built the business from the ground up — now it's time to build this role with the right person. Someone who can own the chaos, bring structure, and multiply output across both work and life.

What You'll Actually Do

Executive Enablement

Manage the MD's calendar like a battlefield — protect what matters, eliminate distractions

Shadow important meetings and capture the unsaid — tone, timing, tension

Track, prepare, and follow through on key conversations (legal, HR, board, partners)

Create briefing packs with historical context so the MD shows up sharp every time

Maintain the MD's personal OKRs and priority stack

Build and run the Leadership Rhythm — 1:1s, ops huddles, team reviews, deep work blocks

Chase reports and dashboards so you see issues before they escalate

Filter inboxes and incoming requests — only what matters makes it through

Be the emotional temperature gauge — and speak up when the tank is empty

Commercial & Project Coordination (Short-Term Priority)

Support MD in reviewing project/job revenue vs. costings during onboarding

Flag margin red flags or process issues

Help define and shape the Billing & Costing Coordinator role and assist with hiring

Support commercial decision-making by surfacing what's working and what's not

Process, Systems & Documentation

Monitor adherence to internal processes — and escalate breakdowns early

Coordinate updates to SOPs and training modules in Trainual

Capture tribal knowledge and turn it into documented, scalable playbooks

Keep internal systems aligned with reality, not theory

Hiring & People Support

Assist with hiring coordination: screening, interview bookings, reference checks

Support onboarding for new senior hires (meetings, induction flow, admin setup)

Draft contracts, NDAs, and team letters with HR/legal where needed

Help organise internal events, supplier dinners, and offsite meetings

Personal & Life Logistics

Coordinate personal appointments, household admin, family commitments

Book travel, organise holidays, and finally get the MD a proper break

Liaise with external providers discreetly and professionally

Keep life calm, clear, and moving — so leadership can run hard without friction

Who You Are

You've got presence.

You can read a room, hold your ground, and say "no" when it protects what matters.

You don't just take notes — you capture conversations, track energy shifts, and plan the follow-through before the meeting ends. You bring calm to the storm, sanity to obscurity, and structure to the noise.

You've supported senior leaders or founders in fast-moving, high-accountability environments — and made their lives 10x easier

You're composed, grounded, and unfazed by pressure

You organise chaos, shine a light in the darkness, and never lose sight of what actually needs to happen next

You can flex between strategy and scheduling, personal admin and boardroom prep — without skipping a beat

You're emotionally intelligent, commercially sharp, and confident calling out what others avoid

You're not passive. You lead from behind, and people feel it

You don't chase praise — but you always get the nod of respect

Success Looks Like…

The MD is operating externally — meeting customers, closing deals, driving growth

You've taken control of what comes in, when it gets handled, and how it's followed up

Leadership meetings have rhythm, reporting has consistency, and follow-up is seamless

Costing red flags are surfaced, hiring is supported, and process improvements stick

The MD takes his first real holiday in years — and doesn't once open his inbox

You're trusted, relied on, and respected as the reason everything runs better

What You'll Need

5+ years in a senior EA/PA, project coordinator, or ops partner role

Experience managing calendars, comms, meetings, and operational flow

Ability to review cost data, billing trails, and job tracking reports (or learn fast)

You're fluent in Microsoft 365 — Outlook, Teams, SharePoint, Excel, Word, and PowerPoint are second nature

You've used (or can quickly learn) workflow tools like , Asana, ClickUp, or similar — and know how to chase what's overdue

You're familiar with training & process platforms (e.g. Trainual, Notion, Confluence) and love helping make processes clearer

You've worked with invoice, purchase order, or finance tools like Lightyear, Xero, MYOB, or ApprovalMax — enough to track what's missing and ask smart questions

You adapt fast to new systems, apps, and dashboards — and often teach others how to use them better

Sound judgment, maturity, and emotional intelligence

Absolute discretion and loyalty

Flexibility for occasional travel

How to Apply

If you're looking for a comfy, clock-in, clock-out kind of role — this isn't it.

But if you're the one who:

Organises the organisers

Brings order to moving parts before they collide

Spots the gaps no one else sees and quietly solves them

Can juggle meetings, margin reports, leadership prep, and life logistics — without breaking a sweat

Doesn't just take direction — but thinks ahead, speaks up, and takes ownership

Then we want to meet you.

How to Apply

We're not interested in formal cover letters or cookie-cutter intros.

Instead, send us a short video (2 minutes or less) that shows us who you are and why you're the one.

Tell us:

– How you've been the calm in the storm — the organiser of organisers

– A time you made someone's life 10x easier (and how you did it without needing to be asked)

– Why this role speaks to you — and what you'll bring to the seat

No need to be overly polished — just be clear, real, and you.

Upload to YouTube (unlisted), Vimeo, Loom, or WeTransfer — and drop the link with your resume or LinkedIn profile.

If video's a no-go for you (and you're otherwise the perfect fit), write us something punchy instead.

But if you can show up on screen, we'd love to meet you there first.

If you've ever been called "a machine," "a unicorn," or "the glue that holds it all together" — this role was built for you.