Join the Team at Wingman Recruitment

Executive Assistant to the Founder
Remote | Full time
Australian Business Hours (with occasional U.S. meeting support)
Industry: Defence, Intelligence & Executive Advisory

About Wingman Recruitment

Wingman Recruitment partners with growing Australian businesses by providing experienced Remote Professionals who become a seamless extension of their leadership teams.

At Wingman, you're not just another remote worker—you become part of a long-term team with structured onboarding, ongoing support, and genuine career growth opportunities.
About the Role

We're looking for an exceptional Executive Assistant to the Founder to become the trusted operating partner to the Founder of a specialist Defence, Intelligence, and Advisory firm. The role is positioned as an Executive Assistant to the Founder & Executive Operations Coordinator.
This is not a traditional administrative role.

You'll become the operating layer around the Founder, ensuring priorities are executed, relationships are managed professionally, and nothing falls through the cracks. Around 98% of your interactions will be with external stakeholders, including government agencies, defence prime contractors, clients, advisers, industry partners, suppliers, candidates, and U.S. business contacts.

We're looking for someone who takes ownership, exercises sound judgement, and can confidently represent the Founder and the business with professionalism and discretion.
If you're proactive, highly organised, and enjoy creating order from complexity, we'd love to hear from you.

Key Responsibilities

Executive Support

- Manage a complex executive diary across Australian and U.S. time zones
- Coordinate meetings, travel, itineraries, and executive logistics
- Prioritise competing commitments and protect the Founder's time
- Prepare agendas, briefing documents, and executive summaries
- Track commitments and ensure actions are completed without follow-up

Executive Communications

- Manage and triage executive inboxes and communications
- Draft professional emails, correspondence, meeting follow-ups, and stakeholder communications on behalf of the Founder
- Respond to routine matters and escalate issues when appropriate
- Maintain clear visibility of priorities, deadlines,



and outstanding actions

Stakeholder Management

- Coordinate with senior external stakeholders, including government agencies, Defence organisations, clients, advisers, suppliers, and business partners
- Build trusted relationships while representing the Founder professionally
- Coordinate introductions, meetings, and ongoing communications
- Maintain context around stakeholder relationships and commitments

Executive Operations

- Improve workflows, templates, registers, and operational processes
- Assist with SharePoint and Microsoft 365 organisation
- Support policy and procedure documentation
- Coordinate U.S. business activities, travel, and meeting logistics
- Prepare executive presentations, reports, and briefing packs

What We're Looking For

- Significant experience as an Executive Assistant, Executive Coordinator, Executive Operations Coordinator, or similar senior support role
- Exceptional written and spoken English with strong Australian business communication skills
- Experience supporting senior executives, founders, or business leaders
- Confidence working with senior external stakeholders
- Excellent diary, travel, and meeting management skills
- Strong judgement, discretion, and professionalism
- Outstanding organisational and time management skills
- Ability to work independently in a high-trust environment
- Strong Microsoft 365 skills, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint
- Comfortable using AI productivity tools such as ChatGPT, Claude, Copilot, or similar

Highly Desirable

- Experience supporting founders, CEOs, or executive leadership teams
- Experience within qualified services, Defence, Government, consulting, or recruitment environments
- Exposure to executive operations or Chief of Staff support
- Experience improving business processes and workflows
- Experience coordinating international stakeholders and travel

You'll Thrive in This Role If You Are





- Highly proactive and solutions-focused
- Calm under pressure and adaptable to changing priorities
- Confident communicating with senior executives and external stakeholders
- Naturally organised with exceptional attention to detail
- Comfortable making decisions and exercising sound judgement
- Professional, discreet, and trustworthy
- Resourceful and able to solve problems independently
- Someone who takes ownership and follows tasks through to completion

What Success Looks Like

Within your first 90 days, you'll:

- Become the trusted operating partner to the Founder
- Confidently manage executive communications and scheduling
- Build strong relationships with key external stakeholders
- Anticipate priorities before they become urgent
- Improve executive workflows and operational efficiency
- Allow the Founder to focus on high-value strategic work while you manage execution and follow-through
- Success in this role isn't measured by how many tasks you complete—it's measured by your ability to create executive leverage, manage relationships professionally, solve problems independently, and ensure nothing gets dropped. The role is about giving the Founder back his time through exceptional execution.

Why Join Wingman Recruitment?

- 100% Remote Work
- Australian Business Hours
- Structured Training & Onboarding
- Long-Term Career Opportunity
- Supportive and Collaborative Team Environment
- Work Directly with a Founder
- Exposure to Defence, Intelligence, and Executive Advisory
- Opportunity to Build Executive Operations Experience
- Genuine Career Growth

How to Apply

Ready to become the trusted right hand to a Founder?

Click "Apply Now" to submit your application and join a team where initiative, professionalism, and ownership are genuinely valued.

We look forward to learning more about your experience and welcoming our next team member to Wingman Recruitment.

Due to the volume of applications we receive, only candidates whose experience and qualifications closely align with the role requirements will be contacted to progress to the next stage of our recruitment process. We sincerely appreciate your interest and thank you for considering a career with Wingman Recruitment.

📌 Executive Assistant (Defence, Aerospace and Intelligence) (Australia)
🏢 Wingman Recruitment
📍 Australia