• Take ownership of executive inbox management: flag, action, organize, and keep priorities moving on behalf of the Co-CEOs • Own financial administrative tasks including invoice processing, accounts payable, credit card reconciliation, and expense categorization • Review, organize, and maintain contracts, agreements, and sensitive organizational documents • Support medical credentialing processes and documentation across both organizations • Assist with software setup, CRM integrations, and platform management; serving as a reliable resource for system questions across the org • Process daily fax and mail intake, routing items appropriately and keeping nothing in the queue • Build and maintain Excel trackers, reports, and operational spreadsheets • Contribute to special projects as organizational needs evolve • Support internal operations including agendas, meeting notes, correspondence, and cross-departmental coordination

• Support digital marketing and advertising campaigns • Create, manage, and optimise Meta Ads and Google Ads • Monitor campaign performance and provide reporting • Maintain existing automated Klaviyo email campaigns • Manage social media accounts and engagement • Respond to customer enquiries via email and social media • Manage email and calendar • Perform data entry and general administration tasks • Support bookkeeping and e-commerce website updates • Assist with content creation and design

• Prepare, format, and send customer quotations and assist with basic estimating support, including compiling inputs, pricing assistance, and documentation preparation • Respond to incoming customer enquiries via phone and email in a professional and timely manner • Follow up on quotations to support conversion and maintain an active sales pipeline • Process and finalise sales transactions within the ERP system • Maintain accurate and up-to-date customer records, internal documentation, and filing systems • Provide general office administration support, including scheduling, coordination, and document handling • Support tasks such as calendar coordination, meeting support, and internal communication assistance • Assist with broader administrative and sales support functions as required to keep operations running smoothly

Role Description We are seeking a reliable, highly organised Executive / Administrative Assistant to support our sales and administration team across day-to-day operations, customer communication, and back-office coordination. This role is ideal for someone who is detail-oriented, comfortable working in a fast-paced environment, and confident handling both customer-facing and administrative tasks. - Prepare, format, and send customer quotations and assist with basic estimating support, including compiling inputs, pricing assistance, and documentation preparation. - Respond to incoming customer enquiries via phone and email in a professional and timely manner. - Follow up on quotations to support conversion and maintain an active sales pipeline. - Process and finalise sales transactions within the ERP system. - Maintain accurate and up-to-date customer records, internal documentation, and filing systems. - Provide general office administration support, including scheduling, coordination, and document handling. - Support tasks such as calendar coordination, meeting support, and internal communication assistance. - Assist with broader administrative and sales support functions as required to keep operations running smoothly. Qualifications - Experience supporting executives or teams in an EA/admin capacity. - Experience supporting estimating, quotations, or sales administration (preferred). - Confident using Microsoft Office (Outlook, Excel, Word) and general business systems. - Experience using ERP systems. - Strong data entry skills with high attention to detail and accuracy. - Ability to work independently, manage priorities, and stay organised without close supervision. - Proactive mindset with strong follow-up discipline and accountability. - Strong written and verbal English communication skills. - Exposure to Xero or basic bookkeeping support. - Dependable, structured in approach, and takes ownership of work. - Comfortable balancing customer communication, administrative precision, estimating support, and sales coordination in a fast-paced environment. Work Arrangement & Expectations - This is a remote role that will be set up as an independent contractor engagement. - To ensure alignment and transparency, successful candidates will be expected to: - Disclose any existing ongoing roles or client work. - Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”).