EA, Finance & Recruitment Operations Executive

Location:

Sydney

Working Arrangement:

Hybrid - 2 days per week in the office, with flexibility to work remotely for the remaining days

Employment:

Part-time, 4 days/week

About the Job

We’re looking for a smart, hands-on EA, Finance & Recruitment Operations Executive to work closely with the Founder and Recruitment Manager across an established recruitment business and wider business interests.

This is a genuinely varied role for someone who enjoys being across the detail, part EA, part recruitment operations, part finance and business operations

.

We’re looking for someone who has previous recruitment agency experience and understands the fast-paced, deadline-driven nature of recruitment. You’ll be comfortable supporting consultants and management, keeping recruitment administration moving, and jumping across finance, operations and executive support as required.

Experience within a smaller, founder-led business will be highly regarded, as this role requires someone practical, adaptable and comfortable taking ownership.

You’ll be involved in

Executive & Business Support

· Providing executive support to the Founder, including diary management, travel, meetings and day-to-day priorities

· Managing key actions, follow-ups and business administration

· Assisting with administration across the Founder’s wider business, property and investment interests

· Providing broader operational support wherever needed

Recruitment Operations

· Supporting the Recruitment Manager with recruitment administration, coordination and follow-up

· Managing and maintaining JobAdder, including candidate records, placements, job administration and data quality

· Assisting with recruitment WIP, reporting, candidate and client administration

· Coordinating interviews, references, candidate documentation and placement administration

· Supporting consultants to ensure recruitment processes and administration are completed accurately and on time





· Preparing placement invoices and maintaining accurate placement and commission records

· Providing day-to-day technology and systems support to consultants

Finance & Administration

· Managing AP, AR, invoicing and payment preparation

· Working in Xero and liaising with external accountants and bookkeepers

· Assisting with cashflow tracking and upcoming payments

· Following up outstanding customer payments

· Managing and processing consultant expense reimbursements

· Coordinating gift vouchers, client gifts and other business purchases

People & Team Coordination

· Coordinating employee onboarding, including contracts, systems access, equipment and welcome packs

· Managing employee offboarding and associated administration

· Supporting general HR administration and maintaining employee records

· Organising monthly and quarterly team wrap-ups, celebrations and recognition

· Coordinating team events and celebrations throughout the year

Client Experience & Events

· Coordinating client gifting and gift vouchers

· Organising client lunches, bookings and other relationship-building activities

· Coordinating the annual Christmas party and other business events

· Supporting client and candidate experience initiatives as required

Systems & Process Improvement

· Creating, documenting and maintaining SOPs and internal processes

· Improving systems and keeping business administration organised

· Using AI and automation to streamline repetitive tasks and improve efficiency

· Troubleshooting day-to-day technology issues and coordinating with external IT support where required

About You

You’re practical, highly organised and happy to roll your sleeves up.



You can move comfortably between supporting a senior leader, helping a Recruitment Manager keep the team organised, raising invoices, organising a client event and solving an operational issue.

You may currently be working as a Recruitment Operations Coordinator, Recruitment Administrator, Recruitment EA, Office/Operations Manager or EA within a recruitment agency and be looking for a broader role with more exposure to business operations and finance.

You’ll ideally have

· Previous experience working within a recruitment agency

· Robust understanding of recruitment agency workflows and processes

· Experience using JobAdder or a similar recruitment CRM/ATS

· Strong EA, coordination and administration experience

· Confidence supporting a Recruitment Manager and recruitment consultants

· Experience with candidate, client and placement administration

· Hands-on AP, AR and invoicing experience

· Experience using Xero or similar accounting software

· Confidence preparing payments, processing expenses and following up debtors

· Strong Excel, technology and systems skills

· Confidence troubleshooting basic technology and systems issues

· Excellent attention to detail and follow-through

· Strong organisational skills with the ability to manage events, team activities and client gifting

· Experience creating processes and SOPs

· An interest in AI, automation and smarter ways of working

· A proactive, commercial and no-fuss approach

You don’t need to come from a large corporate environment.

In fact, this role will suit someone who enjoys a smaller, entrepreneurial and founder-led environment, where priorities move quickly and no two days are exactly the same.

For the right person, this is a genuinely varied role offering flexibility, autonomy and the opportunity to become a trusted right hand to both the Founder and Recruitment Manager, with exposure across recruitment, finance, people and broader business operations.

📌 EA & Recruitment Operations Executive (Sydney)
🏢 Who in the Zoo Recruitment
📍 Sydney