ExecutiveFull TimeEN
We are on the hunt for an Executive Operations Assistant who is highly organised and thrives on making complex environments run smoothly. Please note that this role supports the founders and their family directly across both their personal and business interests. It does not form part of The Unlimited Head Office team. This is a long-term, high-autonomy role for someone who takes ownership, communicates simply and delivers with care and urgency. You will work remotely most of the time, with flexibility for occasional onsite tasks such as banking, vet visits, collections and urgent errands. Confidentiality, trust and discretion are non-negotiable.
Key Responsibilities
Manage calendars, appointments, meetings and executive communications
Coordinate travel end to end including flights, accommodation, visas, forex and detailed itineraries
Prepare and maintain correspondence, documents and report packs; capture minutes and follow-ups
Handle confidential information professionally; maintain organised digital and physical filing
Process invoices, receipts and expense allocations in Xero; track approvals and reconciliations
Manage vehicle licensing, insurance, renewals and compliance
Support meeting logistics including venues, links, prep materials, attendee communication and action tracking
Oversee weekly and monthly procurement for groceries, consumables and staff supplies
Coordinate service providers for household and property maintenance; manage quotes and schedules
Maintain staff payroll logistics and maintenance calendars
Liaise with household and property staff to ensure orders and deliveries are met
Keep supplier and contact lists updated; manage preferred vendors
Assist with animals when required; source and track feed orders
Manage booking platform calendars and guest communication for international properties
Coordinate cleaners, contractors and maintenance for overseas properties; liaise with Concierge services
Ensure compliance with local regulations; manage quotes and upgrades
Assist with operational tasks and ad hoc projects across business entities
Manage liquor licence renewals and compliance documentation
Coordinate contractors, track timelines and manage communication
Support procurement, documentation and handovers for projects
Deliver operational support for senior leadership initiatives
Who you are
Highly organised, reliable and detail-aware. You think ahead, solve problems without drama and know when to escalate. You learn fast, write clearly and navigate apps and systems confidently. You value stability and trust and you are ready to build something long-term. Experience as an EA or PA, or in hospitality, property or project coordination is a plus. Familiarity with European property operations is optional. Personality matters: service-oriented and proactive, flexible, practical, low-drama and detail-aware without getting stuck in perfection. Sharp enough to catch what counts, wise enough to move.
If you love making things work for others and you are ready to bring bold, real, people-first energy to the work, this role offers autonomy, trust and variety.
