Operations Coordinator & Executive Assistant Psychwire Australia Surfers Paradise, Queensland, Australia

We're looking for two highly organised, proactive Operations & Executive Assistants to help keep our fast-moving business running smoothly.

This is a varied, hands-on role for someone who loves bringing order to complexity, following up on outstanding tasks, coordinating people, and making sure nothing falls through the cracks.

You'll work as part of a two-person operations support team, partnering closely with another Executive Assistant to provide seamless support across the week. With overlapping and offset working days, you'll help ensure projects continue moving forward and nothing slips through the cracks.

Psychwire creates cutting-edge online courses, training products, and content for mental health practitioners worldwide. We collaborate closely with leading experts in evidence-based psychological therapies.

We specialise in creating online learning experiences that are simple to use, deeply engaging, and highly practical. Based in Burleigh Heads on the Gold Coast (Just off the M1). We operate using a “team of teams” model, bringing together producers, editors, animators, designers, developers, writers, subject matter experts, consultants, and operational staff.

We are entering an exciting new growth phase and are expanding both our team and product offerings. We’re looking for skilled professionals who enjoy working across disciplines and contributing to the delivery of high-impact work.

The Role

This role forms part of a team-oriented two-person Operations & Executive Assistant team. You'll work closely together, maintaining clear handovers, sharing priorities, and ensuring seamless support across the business each week.

No two days will be the same. If you're someone who naturally notices what needs doing before being asked, you'll thrive in this role

Responsibilities

Executive & Administrative Support





- Taking meeting notes and tracking action items as required
- Managing email correspondence and general administration
- Booking travel and coordinating logistics
- Assisting with event and meeting preparation
- Maintaining clear handovers and documentation to ensure seamless continuity across the operations team

Operations & Coordination

- Following up team members, world leading psychology experts and other stakeholders to ensure projects keep moving and are completed
- Monitoring task lists and ensuring deadlines are met
- Updating project trackers and internal documentation
- Coordinating information between teams and external stakeholders
- Organising files, systems and business documentation
- Supporting operational improvements and process documentation
- Identifying bottlenecks and proactively assist in helping solve them

General Business Support

- Assisting wherever additional support is required
- Helping coordinate new initiatives across the business
- Researching information and preparing summaries
- Supporting marketing, production and operations teams with administrative tasks
- Being the person who helps ensure nothing gets forgotten

About You

You enjoy working collaboratively and communicating clearly with colleagues. You're organised enough to maintain excellent documentation and handovers so projects continue moving forward regardless of who's in the office.

You're proactive, resourceful, and enjoy getting things done. You thrive in a fast-paced environment, can confidently juggle competing priorities,



and take pride in keeping people, projects and processes on track.

You’re a ‘people person’ that excels in both verbal and written communication.

At times you’ll be required to organise and attend zoom meetings out of hours (from home).

You're tech-savvy, quick to learn new systems, and excited by AI and emerging technologies. You're comfortable following people up, solving problems independently.

Skills and Experience

- 7+ years' experience in an Executive Assistant, Operations Assistant, Office Manager or similar role
- Exceptional communication and attention to detail
- Highly tech-savvy and quick to master new software
- Enthusiastic about AI and using technology to streamline work
- Experience with project management tools and collaborative platforms
- Strong working knowledge of Microsoft Office and Google Workspace
- Exposure to CRM systems, digital marketing or online business platforms would be an advantage (but is not essential)
- Resourceful, proactive and confident taking ownership
- Able to juggle multiple priorities while maintaining a high standard of work

Education / Qualifications

- A qualification in Business, Administration, Marketing, Communications or a related field is advantageous.

Applying for This Position

We're looking to appoint two people into this role.

Each successful applicant will work four days per week (16–30 hours). The two roles are designed to work together, with overlapping and staggered days to provide consistent operational support across the business.

This is a permanent part-time position based in our Burleigh Heads office on the Gold Coast.

You must have Australian working rights.

If you're excited about joining a purpose-driven organisation and helping support a passionate team making a difference to mental health professionals around the world, we'd love to hear from you.

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📌 Operations Coordinator & Executive Assistant (Australia)
🏢 Psychwire Australia
📍 Australia