Business Assistant - AI, Systems & Operations Support

You’ll support our Operations Manager, Owner and Sales Training lead. This is a hands‑on role for someone who is organised, accurate and confident in solving problems independently. We provide business‑specific induction and clear priorities; you bring established administration, AI and Google Workspace skills. You’ll have room to suggest better ways of working and teach us practical ways to get more from our tools.

Key responsibilities:

Maintain one shared task queue with owner, deadline, status and next action; follow up routine requests without repeated prompting; prepare agendas, notes and actions from meetings or voice notes

Obtain authorised system exports, clean data and prepare accurate Google Sheets summaries for management; include reporting period, source, filters, checked totals and unexplained differences; flag trends and questions for management to analyse

Maintain Store Bibles, trackers, templates and documents; build and troubleshoot formulas, lookups, conditional formatting, validation/dropdowns, checkboxes, pivot tables and linked summaries; protect formatting and correct relationships between records, dates and comments

Use ChatGPT or similar tools for data preparation, documents, research and workflow improvement; review outputs against sources; use AI to help update Apps Script and triggers; understand, test and troubleshoot changes before release; explain useful improvements to management in plain language

Coordinate approved SEEK ads, applicant tracking, interviews, onboarding records, supplier queries, invoice follow‑ups with accounts, approved purchasing,



bookings and meeting logistics

Maintain opening/takeover checklists, access requests, equipment orders, marketing briefs and adviser/document follow‑ups; organise training resources and completion reporting; maintain recurring checks in the Task Register

Complete routine work independently within agreed processes, access and purchasing limits; request missing information and follow up responsible parties

Prepare recommendations for new tools, scripts, pricing, promotions, HR documents and purchases; obtain responsible leader’s approval before publication, live‑system changes or external commitments

Check deadlines and urgent exceptions daily; confirm highest priorities; complete focused reporting/project work; follow up outstanding actions; update the queue with a short update on completed, next, blocked and decision‑needed items

Review priorities and capacity weekly with the Operations Manager; prepare agreed reports and meeting actions; check rosters, staff‑purchase pricing and Bible progress; coordinate recruitment, training and upcoming bookings

Coordinate recruitment administration, approved travel/purchasing, supplier queries, training records and store‑opening/takeover tasks.

About you

Proven independent business,



executive or operations support experience with competing deadlines and sensitive information

Practical workplace use of AI for reports, documents or automation - not only basic prompts; able to show how an output was checked and how the work saved time

Strong Google Sheets skills across formulas, lookups, conditional formatting, data validation, pivots and reporting; confident Google Docs/Drive use and skilled document formatting

Hands‑on experience maintaining or troubleshooting Google Apps Script/Google Workspace automations, including AI‑assisted changes, testing and triggers

Able to extract/export reports, reconcile messy data and produce clear summaries; strong written communication, accuracy and follow‑through

Retail/multi‑site business, Vend/Lightspeed, RosterElf and training‑platform experience are useful advantages; these specific systems can be learned

Demonstrated experience working independently in business, executive or operations support.

Ability to manage competing priorities and handle confidential business information appropriately.

Beneficial additional Experience:

Multi‑site retail, Vend/Lightspeed, RosterElf, recruitment administration or training platforms. Experience showing colleagues better ways to use AI is especially valuable.

About us

We operate a growing group of franchised Elite Supplements stores across Queensland and Victoria. We’re looking for an experienced Business Assistant who can take ownership of administration, reporting preparation and coordination, while helping us work more efficiently.

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📌 Business Assistant - AI, Systems & Operations Support (Brisbane City)
🏢 Elite Supplements
📍 Brisbane City