We are seeking a proactive, highly organised, and detail-oriented Executive Assistant & Team Coordinator to support our Senior Leadership Team (SLT) and keep our company operations running smoothly.

About Unlocq AI

Unlocq AI ( an Australian AI and machine learning engineering company pioneering agentic commerce, AI commerce search, personalization engines, and scalable digital data foundations for modern retail and enterprise brands. As an official partner of Google Cloud and Snowflake, Unlocq.ai combines startup agility with deep technical expertise to deploy production-ready AI solutions-helping leading brands turn complex data into measurable commercial impact.

Why Join Us?

Joining Unlocq AI offers a unique and high-impact career trajectory for an ambitious Executive Assistant & Team Coordinator. Here is why this role is an exciting next step:

At the Forefront of Innovation: Work directly with tech leaders building cutting-edge agentic commerce and enterprise AI solutions. You will be immersed in a quick-paced environment where generative AI and digital transformation happen daily.

Leverage & Champion Modern AI Tools: Rather than relying on rigid, legacy admin processes, you will actively use and experiment with AI tools (like ChatGPT, Claude, and internal AI workflows) to streamline document creation, process automation, and operational efficiency.

High Impact & Broad Scope: You won't just manage calendars-you will be the central anchor driving operational excellence across executive support, office culture, hiring, and workflow governance. Your work directly enables the company to scale efficiently.

Growth & Leadership Exposure: Work side-by-side with the Senior Leadership Team and founders. You will have a front-row seat to strategic decision-making, business growth, and key partnership activities with global tech giants like Google Cloud and Snowflake.

Culture & Autonomy: Enjoy an agile, supportive, and modern working culture where taking initiative is celebrated, ideas are implemented quickly, and your contribution is directly recognized.

Role Summary

In this dual-focused role, you will protect executive time, maintain operational rhythm, and drive internal follow-through. You will serve as the administrative anchor across executive support, office operations, basic financial tracking, and documentation management. If you take initiative, enjoy turning draft content into polished assets, and love bringing order to fast-paced

Key responsibilities

1. SLT & Executive Support

Calendar & Schedule Management:



Proactively manage and coordinate calendars across the SLT, resolving scheduling conflicts and protecting leadership time.

Meeting Rhythm & Governance: Organise weekly SLT meetings, collect agenda items, maintain action registers, and systematically follow up on action items and deadlines.

Proactive Follow-up: Drive progress by following up with SLT members for required information, approvals, or sign-offs.

Travel & Itineraries: Coordinate travel, accommodation, and detailed itineraries. Look 2–4 weeks ahead to anticipate travel needs and secure early bookings.

2. Finance & Administrative Support

Expense & Receipt Management: Remind team members to submit expense claims, chase missing receipts, and collect supporting documentation.

Allowance Administration: Gather required details for travel allowances and similar payments while keeping supporting records up to date.

Key Administrative Cut-offs: Track recurring deadlines across the business, including payroll inputs, expense cut-off dates, insurance renewals, and general corporate administration.

3. Team & Office Operations

Calendar & Group Management: Maintain team leave calendars, shared company calendars, and Google Groups.

Onboarding & Offboarding: Own and execute new starter and leaver checklists covering laptop setup, system access, accounts, office inductions, and welcome introductions.

Recruitment Coordination: Support interview scheduling, candidate communications, and the preparation of onboarding packs as the team grows.

Facilities & Logistics: Manage office access cards, liaise with building management, and order office supplies, snacks, and team amenities.

Culture & Events: Coordinate team activities, social events, birthdays, and celebrations.

4. Documentation & Information Management

Document Polishing & Formatting: Format Google Docs using company templates, themes, and styles.

Commercial Document Preparation: Populate Statements of Work (SOW) templates using input provided by project leads or the SLT.

Asset Maintenance: Maintain key company assets, including policies, templates, brand logos, pitch decks, and capability materials.

File Organisation & Governance:



Establish clear naming conventions, version control, and logical folder structures so the latest approved versions of key documents are always easy to find.

Knowledge Management: Keep internal meeting notes, Notion pages, Kanban boards, and records organised and up to date.

5. Coordination, Follow-Through & Process Improvement

Action & Task Ownership: Serve as the central driver for task follow-through; proactively chase information rather than waiting to be asked.

Process Improvement: Spot recurring administrative friction and implement simple, reliable processes or forms (e.g., using Google Forms for surveys, travel declarations, and requests).

Tracking & Deadlines: Keep operational pipelines, Kanban boards, and internal trackers up to date.

Master Operating Calendar: Build and maintain a recurring company master calendar covering key operational deadlines, compliance dates, administrative cut-offs, and team events.

Skills & Qualifications

Experience: 3+ years of experience in an Executive Assistant, Operations Coordinator, or Office Manager role supporting senior leaders.

Tech & Tool Literacy: Proficient in Google Workspace (Docs, Sheets, Forms, Calendar, Groups), Notion , and digital workflow tools like Kanban boards (e.g., Trello, Asana, or Jira). Comfort with AI tools (e.g., ChatGPT) for basic drafting and editing is highly regarded.

Communication: Outstanding written and verbal communication skills with a strong eye for formatting, tone, and document presentation.

Organisation & Initiative: Exceptional time management, high attention to detail, and a proactive mindset-you anticipate needs before they arise.

Relationship & Stakeholder Management: Confident and persuasive in chasing busy executives and team members for approvals or deliverables with tact and diplomacy.

Problem Solving: Proven ability to create simple, repeatable processes out of messy or informal workflows.

What Success Looks Like in This Role

Zero surprises on travel and schedules: Executive calendars and travel plans run seamlessly and are booked well in advance.

High accountability: Actions from SLT meetings are consistently tracked and brought to completion without falling through the cracks.

Single source of truth: Company documentation, templates, and files are clean, easy to navigate, and accurately maintained.

Smooth team experience: Onboarding is welcoming and seamless, office supplies are stocked, and corporate cut-offs are consistently met.

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📌 Executive Assistant & Team Coordinator (Sydney)
🏢 UNLOCQAI
📍 Sydney