We are seeking an experienced, highly organised and proactive
Executive Assistant & Business Operations Coordinator
to support the Managing Director across a diverse portfolio of privately owned businesses operating in construction, property development, live events, touring and hospitality.
This is a broad, hands-on position combining executive assistance, business operations, project coordination and event administration.
It is not a traditional personal assistant role focused only on diary management and basic administration.
The successful candidate will take ownership of tasks, manage competing priorities, follow matters through to completion and ensure the Managing Director is kept informed of important deadlines, outstanding actions and emerging issues.
Key responsibilities
Manage the Managing Director's calendar, emails, meetings and priorities
Coordinate activities across multiple businesses and projects
Maintain clear task lists and follow up outstanding actions
Liaise professionally with staff, venues, artist representatives, suppliers, consultants and contractors
Coordinate event and touring arrangements, including venues, flights, accommodation, transport, itineraries and schedules
Prepare professional emails, letters, reports, spreadsheets, meeting notes and business documents
Track deadlines, approvals, payments, contracts and outstanding information
Assist with invoices, Xero, Dext and general accounts administration
Maintain well-organised electronic files, records and confidential documents
Support construction, property development and hospitality-related administration
Attend events or provide in office operational support when required
Identify potential issues early and escalate important matters
Develop templates,



procedures and systems that improve efficiency
AI and technology
The successful candidate must be confident using AI and modern business technology to reduce repetitive administration and improve productivity.
This may include using ChatGPT, Microsoft Copilot, Microsoft 365, Outlook, Excel, OneDrive and task-management platforms to:
Draft and improve business communications
Summarise contracts, documents and email threads
Turn meetings and voice notes into action lists
Prepare schedules, itineraries, checklists and reports
Compare quotations and extract key information
Create templates and standard operating procedures
Develop simple automated workflows
Improve task tracking, follow-up and document management
The candidate must use good judgment, verify AI-generated work and maintain the confidentiality of sensitive business information.
About you
The ideal candidate will have:
At least three years of relevant experience in executive assistance, business operations, project coordination, events or a similar role
Excellent organisational and time-management skills
Strong written and verbal communication
Exceptional attention to detail and follow-up
The ability to work independently and take ownership of outcomes
Confidence communicating with senior stakeholders, suppliers and contractors
A sound understanding of budgets, invoices, quotations and contracts
Strong Microsoft Office and general technology skills
Practical experience using AI tools in a skilled environment
The ability to manage changing priorities across different industries
A calm, professional and solutions-focused approach
Good judgment and the confidence to raise concerns when necessary
Experience in live events, touring, construction, property development or hospitality will be highly regarded but is not essential.

📌 Executive Assistant & Business Operations Coordinator (Perth)
🏢 KARA HOMES
📍 Perth