[Hiring] EA/Personal Assistant to Director @Hunt St

Role Description

This position functions as a direct extension of the Director, providing comprehensive operational support across various business ventures. While the primary focus involves the publishing company, the role also entails significant responsibility for the Airbnb and travel business, including CRM management, social media oversight, and handling client enquiries.

We are looking for a proactive and highly organised EA / All-Rounder / Personal Assistant to Director to provide day-to-day administrative and operational support across several growing businesses. This is a varied all-rounder role suited to someone who is comfortable managing multiple priorities and taking ownership of administrative tasks. You will play a key role in keeping finances, client administration, communications, and internal coordination running smoothly. This includes managing social media, email marketing, and CRM platforms (e.g., Hostaway, Klaviyo) for the Director's Airbnb and travel business.

Key Responsibilities

• Executive & Administrative Support
  • Provide day-to-day administrative and personal assistance to the Director across multiple businesses.
  • Manage and organise emails, ensuring important enquiries and actions are followed up promptly.
  • Maintain well-organised files and documentation across Google Drive, Google Sheets, and PDF records.
  • Assist with general administrative tasks and ad hoc projects as required.
• Publishing Operations
  • Oversee Xero reconciliation, invoicing, and contact management; process payments via Stripe and Xero while coordinating team communications through email and WhatsApp.
• Airbnb & Travel Management
  • Administer social media content, advertising, and bookings via CRM platforms (e.g., Hostaway), serving as the primary point of contact for the Japanese property management team.
• Finance & Client Administration
  • Perform bank reconciliations in Xero.
  • Prepare and issue client invoices and take ownership of the invoicing process.
  • Process and manage client credit card charges accurately and securely.
  • Maintain accurate financial and client records and follow up on outstanding administrative items where required.
• Business & Team Coordination
  • Act as a point of coordination between the sales team and graphic designer to ensure advertising and publishing requirements are communicated clearly.
  • Track information, updates, and required actions between team members.
  • Help keep workflows organised across the Director's various businesses.
  • Support the smooth coordination of client, sales, publishing, and operational activities.
• Social Media Support
  • Prepare and post approved social media content during quieter periods.
  • Maintain consistency with existing content schedules and brand requirements.
  • While advanced graphic design is not required, the successful candidate should possess basic design skills or proficiency with AI tools to produce visual content for social media posts.

Qualifications

• Previous experience as an Executive Assistant, Personal Assistant, Virtual Assistant, Office Administrator, or Operations All-Rounder.
• Experience supporting a business owner or Director across multiple projects or businesses is highly regarded.
• Experience with Xero, including bank reconciliation.
• Previous experience with invoicing and general financial administration.
• Experience managing email and digital file systems.
• Strong Google Sheets and Google Drive skills.
• Experience coordinating tasks and communication between team members.
• Good understanding of social media posting and scheduling.
• Strong organisational and time management skills with the ability to handle changing priorities.
• Excellent written and verbal English communication skills.
• Proactive and resourceful, with the ability to work independently and take ownership of tasks.
• Comfortable managing PDFs and maintaining well-organised digital files.
• Able to communicate effectively with internal teams and external clients.

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”).