[Hiring] Executive Assistant to the CEO @D2B

Role Description

This is a critical hire for Car Solutions Australia. As the Executive Assistant and Office Administrator, you will be the first point of contact for all inbound communication and will serve as the operational backbone of the Australian office. You will work directly with the Managing Director to keep the business running smoothly.

• Manage client relationships, chase invoices, generate leads, and ensure nothing falls through the cracks.
• This role demands exceptional communication skills, strong professional confidence, and the ability to operate independently without hand-holding.
• The ideal candidate understands the automotive insurance industry, knows how to engage corporate-level stakeholders, and can quickly identify which opportunities are worth pursuing.

Responsibilities

• Serve as the first point of contact for all inbound calls and client-facing communication, representing the business with professionalism and polish.
• Proactively generate leads and conduct outreach to prospects in the automotive insurance industry across Australia and New Zealand.
• Liaise with insurance company executives at a senior level, including contacts at major groups such as QBE.
• Chase and issue invoices, manage billing follow-ups, and ensure accounts are kept current.
• Perform accurate data entry and maintain up-to-date pipeline records and client information.
• Manage day-to-day office operations independently, handling routine tasks and decisions without escalation.
• Support coordination across Asia Pacific operations as the business continues to scale.
• Identify high-potential deals and opportunities, escalating appropriately to the Managing Director.

Qualifications

• At least 3 years of solid experience supporting C-level executives in the Australian market.
• Background in the insurance industry strongly preferred, particularly automotive or catastrophe claims.
• Familiarity with CRM platforms and standard office software.
• Exceptional verbal and written English communication skills — this is non-negotiable and will be assessed rigorously during the hiring process.
• Highly organised, detail-oriented, and capable of managing multiple priorities simultaneously.
• Independent and proactive work style — comfortable making day-to-day decisions without constant direction.
• Able to pivot quickly in a fast-moving, entrepreneurial environment.
• Prior experience supporting a senior executive or managing a small office remotely is a strong advantage.